Administrative Support Specialist

Auburn University Outreach is seeking an Administrative Support Specialist for the Osher Lifelong Learning Institute (OLLI). This role is diverse, involving responsibilities as both office manager and registrar for a member organization serving older adults. As office manager, the person will handle daily financial activities, including managing the operating budget, gift accounts, grants, and tracking accounts and grants internally. They will also oversee HR duties, monitor facilities, submit work orders, and serve as the secondary contact for project initiation forms. As registrar, they will manage the registration system, track attendance, and generate reports. Additionally, the incumbent will be the first point of contact for the public and members, answering calls, routing them, and staffing the front office.

• Acts as a registrar for OLLI at Auburn: assisting older users in registering, processing registrations, and reconciling all registration issues and reports.
• Provides OLLI member verification to IDM and processes OLLI members requests for member services through other AU departments (affiliate ids, AU audits, parking permits, etc.).
• Updates and maintains membership and mailing lists and provides nametags to members.
• As backup to Program Administrator, provides class rosters and updates information for OLLI instructors as needed, working with them to gain web access to class rosters.
• Enters all OLLI classes into system for Continuing Education credits and verifies attendance of classes. Advises OLLI staff members on university policies, forms and procedures and assists outside instructors with required AU paperwork (vendor registration, vendor agreements, etc.).
• Enters events in AU Event Management system and prepares/provides required information (Request to Serve Alcohol, Modified Vendor Agreements, Security Agreements, etc.).
• Processes and tracks departmental financial activity including Vendor vouchers, Journal vouchers, Departmental Error Corrections, TES, purchasing card and other AU charges.
• Prepares daily collection reports and refunds. Takes deposits to Bursar and checks to AU Foundation BS required. Provides invoices and reconciles invoice payments.
• Internally tracks all accounts, especially OLLI gift accounts and Tiger Giving Day accounts for specially allocated funds. Provides monthly financial reports to Director.
• Prepares grants record-keeping and reconciliation/reporting.
• Reconciles monthly charges from other AU departments. Reconciles purchase orders and change orders, as needed.
• Prepares forms for contracts as needed for AU Business Office. Provides updated HR policies and information to department. Processes EPAFs, Salary and Wage Transfers, and other forms as required.
• Inputs departmental job postings and sends for approval as necessary. Works with Outreach HR Liaison with any departmental issues.
• Answers phones, greets visitors, and resolves issues. Provides registration links as needed when members call for ZOOM links. Opens and closes building.
• Prepares work orders as needed.
• Orders office supplies and other supplies needed for classes and events.
• Maintains copier and resolves problems/issues. Works with AU Support Services for events and Surplus Property as needed.
• Prepares space management reports and PIF backup. Prepares annual information for Cash Management and completes all annual required reporting for OLLI.
• Performs a variety of clerical duties, which may include (but not limited to): typing & Correspondence, filing/folders, record-keeping/compilation/data entry, preparation/processing forms, calendars and scheduling, amil distribution and outgoing mailings, travel/expense vouchers, supplies/inventory, limited supervision of clerical work

Level I:

• High school diploma or equivalent and 4 years of experience in administrative support services.

Level II:

• High school diploma or equivalent and 6 years of experience in administrative support services.

Substitutions allowed for Experience:

When a candidate has the required education, but lacks the required experience, they may normally apply additional appropriate education toward the experience requirement, at a rate of one (1) year relevant education per year of required experience.

• Knowledge of extensive body of rules, precedents, procedures, applicable to administrative support work.

• Life-Changing Impact: Our work changes lives through research, instruction, and outreach, making a lasting impact on our students, our communities, and the world.
• Culture of Excellence: We are committed to leveraging our strengths, resources, collaboration, and innovation as a top employer in higher education.
• We’re Here for You: Auburn offers generous benefits, educational opportunities, and a culture of support and work/life balance.
• Sweet Home Alabama: The Auburn/Opelika area offers southern charm, vibrant downtown scenes, top-ranked schools, and easy access to Atlanta, Birmingham, and the Gulf of Mexico beaches.
• A Place for Everyone: Auburn is committed to fostering an environment where all faculty, staff, and students are welcomed, valued, respected, and engaged.
• Ready to lead and shape the future of higher education? Apply today! War Eagle!