Administrative Services Specialist

The Administrative Services Specialist is a pivotal partner in advancing the priorities of the Executive Vice President for Finance and Administration (EVPFA) and the Chief Human Resources Officer (CHRO). Under limited supervision, this position independently delivers high-level professional and administrative support that keeps executive operations running seamlessly day to day. Act as a trusted and confidential point of contact, and manage sensitive, high impact matters that influence key priorities, drive organizational efficiency, and support the strategic goals of the University of New Hampshire (UNH).

Duties/Responsibilities:

Executive Operations & Strategic Support (40%)  

• Manage executive operations for the EVPFA and CHRO, including developing and finalizing agendas, setting meeting dates, coordinating complex and high-volume calendars, and recording/summarizing minutes. 

• Anticipate and manage scheduling needs, mitigate conflicts, and track tasks assigned by the EVPFA and CHRO to ensure timely completion. 

• Serve as point of contact for documents and contracts requiring EVPFA approval; manage signatures, workflows, and review monthly expenditures. 

• Create executive-level materials including correspondence, reports, presentations, and slide decks that effectively support decision-making and communication. 

• Act as a flexible partner to the office support of the EVPFA’s other direct reports and affiliates (e.g., UNH IT, UNH Police, Facilities, Campus Services), and the CHRO leadership team to manage operational and organizational meetings. 

• Performs additional responsibilities as needed to support departmental goals. 

Communication & Relationship Management (30%)  

• Act as central liaison for correspondence between executive offices, departments, and external stakeholders, ensuring timely and professional responses. 

• Support high-level communications to, and inquiries from, faculty, staff, students, alumni, parents, and the public. 

• Oversee and maintain the executive office’s web and digital communication platforms, including SharePoint, MS Teams, and Salesforce, ensuring content accuracy, consistency, and accessibility. 

• Build collaborative relationships with internal and external partners, ensuring accurate and efficient information flow. 

Decision-Making & Confidentiality (30%)

• Proactively address concerns, conflicts, and operational issues by identifying solutions before problems arise. 

• Handle sensitive and high impact matters with discretion, judgment, and professionalism, including confidential HR investigations and outreach. 

• Serve in an advisory capacity on matters involving Administration and Finance, resolving operational issues in partnership with executive administrators across Thompson Hall and campus. 

• Support organizational projects and process improvements led by Finance, Administration, and Human Resources.

• Coordinate Thompson Hall security access and serve as point of contact for the Emergency Action Plan Committee, as managed by the UNH Police.

Minimum Acceptable Education & Experience:

• Bachelor’s degree and at least seven (7) years of progressively responsible experience supporting senior executives; an equivalent combination of education and experience may be considered. 

• Demonstrated success managing complex, high-volume scheduling and prioritizing competing demands. 

• Proven ability to plan, organize, and manage multiple priorities in a fast-paced environment with strong attention to detail. 

• Ability to work independently, exercise sound judgment, and maintain strict confidentiality and discretion. 

• Excellent communication skills; written, verbal, and interpersonal with demonstrated success in building collaborative partnerships. 

• Advanced proficiency in Microsoft 365, enterprise systems (Workday or similar), interactive dashboards (Salesforce), and willingness to learn and adopt new tools, including emerging AI technologies. 

• Strong administrative, organizational, and problem-solving skills with commitment to quality and integrity. 

• Demonstrated ability to quickly learn and navigate complex organizational structures and ability to identify appropriate contacts to resolve issues efficiently. 

• A strategic and analytical thinker, able to formulate creative solutions to obstacles or address ambiguous situations.

• Ability to work effectively in a highly collaborative, matrixed, and consensus-driven environment.

• Strong project management skills with a track record of managing multiple priorities in fast-paced, complex environments and planning/coordinating stakeholder readiness activities.

• Strong leadership combined with proven experience leading a team of professional training and documentation specialists, providing strategic direction and coaching to deliver excellence in communications and training.

Required Knowledge, Skills & Abilities:

• Executive Operations Management: Independently manages complex executive workflows and priorities to ensure seamless day-to-day operations for senior leadership.

• Strategic Communication & Relationship Building: Communicates with clarity, diplomacy, and professionalism while fostering trust and collaboration across diverse internal and external partners.

• Judgment, Discretion & Confidentiality: Exercises sound judgment and maintain the highest level of confidentiality when handling sensitive and high-impact matters.

• Organizational Agility & Problem Solving: Anticipates needs, identifies challenges proactively, and implements effective solutions in a dynamic, fast-paced environment.

• Technology and Systems Expertise: Utilizes Microsoft 365, SharePoint, MS Teams, Salesforce, and related enterprise systems to enhance communication, information flow, and operational efficiency.

• Adaptability & Continuous Improvement: Adjusts effectively to shifting priorities and supports ongoing process improvements and innovation across Finance, Administration, and Human Resources.

Applicant Instructions

Applicants should be prepared to upload the following documents when applying online within the Resume/Cover Letter section of your application:

• Resume/CV

• Cover Letter

Applications that are missing any of the required items may not move forward for consideration.  Additional uploaded documents not requested in the position announcement will not be reviewed.

The University of New Hampshire is an R1 Carnegie classification research institution providing comprehensive, high-quality undergraduate and graduate programs of distinction. UNH is located in Durham on a 188-acre campus, 60 miles north of Boston and 8 miles from the Atlantic coast and is convenient to New Hampshire’s lakes and mountains. There is a student enrollment of 13,000 students, with a full-time faculty of over 600, offering 90 undergraduate and more than 70 graduate programs. The University actively promotes a dynamic learning environment in which qualified individuals of differing perspectives, life experiences, and cultural backgrounds pursue academic goals with mutual respect and shared inquiry.

EEO Statement

The University System of New Hampshire is an Equal Opportunity/Equal Access employer. The University System is committed to creating an environment that values and supports diversity and inclusiveness across our campus communities and encourages applications from qualified individuals who will help us achieve this mission. The University System prohibits discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, genetic information, veteran status, or marital status.

Compensation Pay Range:

The pay range for this position is listed above. Actual offer will be based on skills, qualifications, experience, and internal equity, in addition to relevant business considerations. More information on benefits can be found here: USNH Employee Benefits | Human Resources

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