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Job Description Summary:
The Administrative Specialist reports to leaders at the Senior Manager, Director, and Senior Director levels. This position performs higher-level office support duties and provides specialized program support for an administrative department, school, or program. Administrative Specialists perform a wide range of administrative and assistant duties that require a detail-oriented, organized, and proactive approach.
Primary Responsibilities:
- Serves as the primary point of contact for the department, answering inquiries and directing requests for information as appropriate.
- Provides administrative support to employees within the department, including scheduling appointments, coordinating meetings, and preparing correspondence. Assists with document preparation, proofreading, editing, and formatting reports, presentations and other materials.
- Assists with special projects and initiatives as assigned by leadership. Conducts research and compiles data to support decision-making processes.
- Organizes and maintains electronic and physical file systems, ensuring efficient document retrieval. Manages confidential and sensitive information with discretion.
- Oversees daily office operations, including managing supplies, coordinating office equipment maintenance, and handling administrative requests.
- May assist in monitoring and managing budgets related to the leader’s office. Processes and tracks financial transactions and expenses. Creates and submits expense reports for corporate credit card and senior leadership expenses.
- Performs other job-related duties as assigned.
This job description includes a general representation of job requirements rather than a comprehensive inventory of all required responsibilities or work activities. The contents of this document or related job requirements may change at any time with or without notice.
Qualifications: Knowledge, Skills, and Abilities:
- Experience in working with analytics to analyze data and identify trends.
- Ability to work with confidential information and to apply maturity and discretion in daily operational role.
- Efficient and organized with great attention to detail and follow-through.
- Strong written and verbal communication skills – ability to articulate concepts and ideas effectively with minimal supervision.
- Proficient in the use of Microsoft Office Suite.
- Excellent time management skills, and ability to work flexible hours when needed.
- Ability to prioritize assignments, and work on multiple deadline-driven priorities.
- Must be able to speak English and maintain a conversion.
Education:
- High School Diploma or Equivalent
Experience:
- 3 years of related experience
Experience in lieu of education:
- Equivalent relevant experience performing the essential functions of this job may substitute for education degree requirements. Generally, equivalent relevant experience is defined as 1 year of experience for 1 year of education and is the discretion of the hiring manager.
Location: Guadalajara Remote for now, will be hybrid soon.
Job Description Disclaimer:
- This position description provides the major duties/responsibilities, requirements, and working conditions for the position. It is intended to be an accurate reflection of the current position; however, management reserves the right to revise or change as necessary to meet organizational needs. Other responsibilities may be assigned when circumstances require.
- This role includes participation in a rotating on-call schedule shared among team members to ensure support coverage outside regular hours. Rotation may be required depending on team needs. We value the “you build it, you own it” principle — on-call participation reflects our commitment to ownership, accountability, and reliability.
Learn more about our WGU Mexico Team by clicking here.
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This role includes participation in a rotating on-call schedule shared among team members to ensure support coverage outside regular hours. Rotation may be required depending on team needs. We value the “you build it, you own it” principle — on-call participation reflects our commitment to ownership, accountability, and reliability.
Learn more about our WGU Mexico Team by clicking here.
