Administrative Office Specialist Jobs
Administrative Office Specialist jobs are open across government agencies, healthcare systems, education, and corporate offices, from entry-level to senior administrative roles, with specializations in records management, executive support, and office operations. Find a role that fits below and apply directly.
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Showing 5 of 10+ Administrative Office Specialist jobs
- High School Diploma/GED and two years of related office and administrative experience. Training/education may be substituted for some of the years of experience.
- Computer experience
Preferred Qualifications:
- Attention to detail and able to work independently
- Demonstrated strong organizational skills
- Demonstrated ability to multitask efficiently
- Demonstrated ability to learn new programs/software quickly
- Demonstrated ability to take initiative
- Demonstrated ability to be reliable, flexible, and adaptable
The Department of Psychiatry & Behavioral Sciences is seeking an Administrative Assistant (Principal Office & Administrative Specialist) to join our dynamic team. This role will provide administrative support to faculty and staff in the department and department members at large. Work will be hybrid with at least 1 day in the campus office as well as providing in-office back up coverage amongst team members for vacations and out of office time. Training of University systems will be provided both individually with supervisor as well as through the University training hub. Person will work individually and with a team of other administrative staff to ensure timely completion of tasks/responsibilities.
Job Duties/Responsibilities:
60% Faculty Support
1.Providing general administrative support for assigned faculty
a. Calendar management
b. Process reimbursement requests
c. Submit purchasing requests in UMarket and Enterprise Financial System (EFS)
d. Meeting support: schedule meetings that include looking at multiple schedules, provide agendas, taking meeting minutes
e. Submitting out of office requests for faculty/staff in a timely manner
f. Taking meeting minutes
g. Tracking data or documents as needed
10% Administrative Support for the Department’s Inclusive Excellence and Wellbeing Committee
1.Provide administrative support (meeting minutes, document gathering, document tracking), and small event planning for these departmental committee groups.
10% General office administration
1. Front desk management/coverage rotation with team members
2. Agenda creation/meeting minutes for assigned departmental meetings
3. Ordering fleece jackets for new staff, faculty, and learners
20% Special projects/assignments as assigned
1.The Department is constantly growing with new faculty and projects needing administrative support. This role will help support these items as assigned
The Department of Psychiatry & Behavioral Sciences consists of an outstanding team of researchers, clinicians, and educators who provide world-class expertise in psychiatric illness, treatment, scholarship, and scientific discovery.
Our mission is to:
- Create and disseminate new knowledge in the science of mental health
- Provide effective and innovative clinical care programs to alleviate the suffering of mental illness and promote mental resilience
- Train the next generation of interprofessional experts who will be leaders in Minnesota and beyond
- Engage in compassionate and vigorous outreach and advocacy on issues relevant to psychiatric illness, treatment, and research
You can find more information on our website at https://med.umn.edu/psychiatry.
Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.
Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.
To request an accommodation during the application process, please e-mail jobcentr@umn.edu.
The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.
The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu
Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.
The University of Minnesota, Twin Cities (UMTC)
The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.
At the University of Minnesota, we are proud to be recognized by Forbes as a Best Employer for Company Culture (2026), Best Employer for Women (2023, 2025, 2026), and Best Employer by State (2022-2026). In 2026, we also received Culture Excellence & Industry Awards recognition for employee appreciation and work-life flexibility.
- High School Diploma/GED and two years of related office and administrative experience. Training/education may be substituted for some of the years of experience.
- Computer experience
Preferred Qualifications:
- Attention to detail and able to work independently
- Demonstrated strong organizational skills
- Demonstrated ability to multitask efficiently
- Demonstrated ability to learn new programs/software quickly
- Demonstrated ability to take initiative
- Demonstrated ability to be reliable, flexible, and adaptable
The Department of Psychiatry & Behavioral Sciences is seeking an Administrative Assistant (Principal Office & Administrative Specialist) to join our dynamic team. This role will provide administrative support to faculty and staff in the department and department members at large. Work will be hybrid with at least 1 day in the campus office as well as providing in-office back up coverage amongst team members for vacations and out of office time. Training of University systems will be provided both individually with supervisor as well as through the University training hub. Person will work individually and with a team of other administrative staff to ensure timely completion of tasks/responsibilities.
Job Duties/Responsibilities:
60% Faculty Support
1.Providing general administrative support for assigned faculty
a. Calendar management
b. Process reimbursement requests
c. Submit purchasing requests in UMarket and Enterprise Financial System (EFS)
d. Meeting support: schedule meetings that include looking at multiple schedules, provide agendas, taking meeting minutes
e. Submitting out of office requests for faculty/staff in a timely manner
f. Taking meeting minutes
g. Tracking data or documents as needed
10% Administrative Support for the Department’s Inclusive Excellence and Wellbeing Committee
1.Provide administrative support (meeting minutes, document gathering, document tracking), and small event planning for these departmental committee groups.
10% General office administration
1. Front desk management/coverage rotation with team members
2. Agenda creation/meeting minutes for assigned departmental meetings
3. Ordering fleece jackets for new staff, faculty, and learners
20% Special projects/assignments as assigned
1.The Department is constantly growing with new faculty and projects needing administrative support. This role will help support these items as assigned
The Department of Psychiatry & Behavioral Sciences consists of an outstanding team of researchers, clinicians, and educators who provide world-class expertise in psychiatric illness, treatment, scholarship, and scientific discovery.
Our mission is to:
- Create and disseminate new knowledge in the science of mental health
- Provide effective and innovative clinical care programs to alleviate the suffering of mental illness and promote mental resilience
- Train the next generation of interprofessional experts who will be leaders in Minnesota and beyond
- Engage in compassionate and vigorous outreach and advocacy on issues relevant to psychiatric illness, treatment, and research
You can find more information on our website at https://med.umn.edu/psychiatry.
Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.
Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.
To request an accommodation during the application process, please e-mail jobcentr@umn.edu.
The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.
The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu
Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.
The University of Minnesota, Twin Cities (UMTC)
The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.
At the University of Minnesota, we are proud to be recognized by Forbes as a Best Employer for Company Culture (2026), Best Employer for Women (2023, 2025, 2026), and Best Employer by State (2022-2026). In 2026, we also received Culture Excellence & Industry Awards recognition for employee appreciation and work-life flexibility.
See All 10 Administrative Office Specialist Jobs
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Find JobsAdministrative Office Specialist Job Market
Who's Hiring
What Employers Look For
The qualifications that appear most often in administrative office specialist jobs.
- Proficiency in Microsoft Office Suite including Word, Excel, and Outlook
- Experience with document management systems and electronic filing
- Strong written and verbal communication skills for internal and external correspondence
- Associate's or bachelor's degree in business administration or a related field
- Ability to manage calendars, schedule meetings, and coordinate logistics
- Familiarity with office policies, compliance procedures, and records retention requirements
Tips for Your Administrative Office Specialist Job Search
Tailor your resume to each posting
Administrative office specialist listings often call out specific software, filing systems, or compliance requirements. Pull the exact language from the posting and mirror it in your bullet points so your resume clears applicant tracking systems before a human ever reads it.
Highlight document and records management
Many candidates list general office duties and stop there. Hiring managers for this role want to see that you've managed file systems, maintained compliance records, or handled confidential documents. Name the specific systems you used and the volume you managed.
Apply early to roles that fit
Migrate Mate lists administrative office specialist openings from across the United States in one place, so you can find roles that match and apply directly to each listing.
Prepare for skills-based screening
Many administrative office specialist interviews include a practical test covering typing speed, proofreading, or software proficiency. Practice in the tools listed in the job description, especially spreadsheet and document management platforms, before your first interview.
Demonstrate cross-department coordination experience
Employers in this field want specialists who can manage competing priorities from multiple teams. In your cover letter and interview, give a concrete example of a time you coordinated schedules, resources, or communications across two or more departments under a deadline.
Follow up with a specific reference to the role
A generic thank-you email rarely stands out. After your interview, send a brief note that references one specific challenge the team mentioned and connects it to something from your background. It signals genuine interest and reinforces your fit for that exact position.
Administrative Office Specialist Jobs: Frequently Asked Questions
Which companies are hiring the most administrative office specialists?
The most active employers for administrative office specialists right now are AMSG, Sewanee, and Augusta Health, and the most openings are in Virginia, Minnesota, and Tennessee, based on current listings on Migrate Mate as of November 2026. Government agencies, healthcare networks, and large universities consistently post the highest volume of openings in this role.
How many administrative office specialist jobs are remote?
About 67% of administrative office specialist openings are fully remote or hybrid as of November 2026, though the share varies significantly by industry. Roles focused on data entry, correspondence management, and virtual executive support tend to be the most remote-eligible, while positions involving physical records, facilities coordination, or in-person reception remain largely on-site.
How do you become an administrative office specialist?
Start by completing a high school diploma or GED, then pursue an associate's degree or certificate in business administration or office management to strengthen your candidacy. Build proficiency in office software and document management tools, then gain hands-on experience through entry-level administrative or clerical roles. Earning a credential such as a Certified Administrative Professional designation can accelerate your path to specialist-level positions.
How do you get hired as an administrative office specialist with little or no experience?
Focus on roles labeled 'office assistant' or 'administrative clerk' that explicitly welcome entry-level candidates, since these build the core skills employers want in a specialist. Volunteer or internship experience in office settings counts. Demonstrate proficiency in office software through free or low-cost certification programs, and emphasize organizational skills, attention to detail, and any experience handling confidential information in your resume.
What does the administrative office specialist interview process look like?
Most hiring processes start with a phone or video screen to confirm your availability, software skills, and experience level. A panel or one-on-one interview with the hiring manager typically follows, covering scenario-based questions about prioritization, handling confidential information, and managing competing requests. Many employers also administer a practical assessment testing typing speed, document formatting, or spreadsheet skills before or after the interview.
Where can I find and apply to administrative office specialist jobs?
You can find and apply to administrative office specialist jobs on Migrate Mate, which lists current openings from across the United States. Search the listings to find roles that match your experience level and location, then apply directly to each one that fits.
See All 10 Administrative Office Specialist Jobs
Find roles that match your experience and apply in just a few clicks.
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