Administrative Specialist

Title: Administrative Specialist

Location: Omaha United States

Job Description:

EEO Statement:

The University of Nebraska does not discriminate based on race, color, ethnicity, national origin, sex, pregnancy, sexual orientation, gender identity, religion, disability, age, genetic information, veteran status, marital status, and/or political affiliation in its education programs or activities, including admissions and employment. The University prohibits any form of retaliation taken against anyone for reporting discrimination, harassment, or retaliation for otherwise engaging in protected activity. Read the full statement.

Job TitleAdministrative Specialist

Job GradeAB22S

DivisionStudent Life and Wellbeing

College/DeptAccessibility and Healthy Living

DepartmentCampus Recreation and Wellness

Requisition Number2026-00214

FTE (full-time equivalency)100.00

Work SchedulePrimarily M-F, 8am-5pm

Does the position provide the opportunity to work Remotely/Telecommuting?Yes – partial remote/telecommute opportunity

Appointment Term12- 12/12 months

Is this position essential personnel according to the inclement weather policy?No

Pay Information$54,000-57,000

Pay ScheduleAnnually

FLSA DesignationExempt

Position Summary

This position provides comprehensive support for the day-to-day administrative functions of Campus Recreation and is responsible for coordinating and processing financial and personnel transactions in accordance with university policies and procedures. The Administrative Specialist serves as an important resource to the Director of Campus Recreation and contributes to department-wide activities and events.
 

The Administrative Specialist processes purchase orders and payments through university systems including SAP, Ariba, and Firefly; manages purchasing workflows and approvals; reconciles purchasing card transactions; and assists staff with Concur travel documentation and processing. This position also supports the routing and documentation of departmental contracts and sponsorship agreements.
 

This position processes student and temporary employee hiring paperwork, including onboarding documentation and tracking, I-9 verification, personnel action forms (PAFs), time entry, and payroll processing, for approximately 120+ student employees. The Administrative Specialist serves as a departmental resource for timekeeping systems and works collaboratively with university partners to ensure accurate and timely payroll and personnel processing.
 

The role oversees daily cash handling functions, including reconciliations, deposits, and online credit card reconciliation, and works closely with Campus Recreation staff to support business transactions while ensuring compliance with established procedures. This includes working specifically with Assistant Directors who have transactions at point-of-sale systems.
 

This position maintains departmental financial records and works closely with the Student Life and Wellbeing division Fiscal Manager to support accurate budget development and tracking, and fiscal year-end processing. The Administrative Specialist provides training and guidance to Campus Recreation staff on administrative procedures and university business systems. They serve as a departmental liaison with IT, and assist with the implementation and ongoing support of departmental business-related software systems.

Job Duties

 

Responsibility Area:Administrative Support

Duties:

• Assists Campus Recreation Director with administrative coordination, business processes, and operational needs that support effective functioning and efficient departmental workflows.
• Serve as resource in supporting all Campus Recreation staff in maintaining efficient daily departmental operations and business procedures, including supporting new staff in training and understanding of Campus Recreation procedures and processes.
• Ordering and maintaining inventory of office supplies and ensuring accuracy of record keeping.

Percentage Of Time15

Essential Function:Yes

Responsibility Area:Financial Transaction Processing and Support

Duties:

• Purchasing card reconciliation and travel card expense processing in support of Campus Rec staff.
• Managing and reconciling daily deposits for all areas within Campus Rec.
• Monthly online sales reconciliation.
• Ariba transactions including but not limited to purchasing and approvals, direct pays, purchase orders, new supplier requests, etc.
• Assist in ensuring accuracy of contract and sponsorship routing and documentation, including processing invoices related to contracts.
• Processing of internal charges for Campus Rec services across campus.

Percentage Of Time30

Essential Function:Yes

Responsibility Area:Student and Temporary Employee Support

Duties:

• On-boarding support for student and temporary employees including assisting Campus Rec staff with creation and administration of job postings.
• Processing HR documentation for new student/temporary hires including completing PAFs, I-9’s, and other required personnel documentation.
• Serve as point of contact for time entry and payroll processing for student/temporary staff.
• Utilize information from the confidential student database (PeopleSoft) for student verification purposes.

Percentage Of Time30

Essential Function:Yes

Responsibility Area:Software and IT Liaison

Duties:

• Serve as liaison with campus IT support for computer and software assistance, purchases of computer equipment, and tech support needs for Campus Rec staff.
• Coordinate computer hardware and software ordering, maintenance, and repair.
• Serves as the primary point of contact for external vendors and partners related to software systems utilized by Campus Recreation, coordinating communication, support requests, and issue resolution.

Percentage Of Time15

Essential Function:Yes

Responsibility Area:Other Duties in Support of Campus Rec

Duties:

• Participate as an active member of the Campus Recreation and Wellness team, as well as the Division of Student Life and Wellbeing, by participating in department-wide events and activities, and divisional initiatives.
• Support SLW division Fiscal Manager and Campus Rec Director in annual budget development process and fiscal year-end processing.
• Other duties as assigned by Director.

Percentage Of Time10

Essential Function:Yes

Required and Preferred Qualifications

 

Required Education

Bachelor’s degree or an equivalent combination of education and experience may be considered.

Required Experience

NA

Required License/Certification

NA

Required Additional Qualifications:

NA

Preferred Education

NA

Preferred Experience

Experience with reviewing/processing contracts, financial management, financial document processing, time-keeping, HR processes, purchasing/reconciling, and high level administrative duties.

Preferred License/Certification

Preferred Additional Qualifications:

Compliance Requirements

 

Credit CheckYes

Motor Vehicle Licensing Validity CheckNo

Pre-employment Physical Request and AssessmentNo

Drug ScreenNo