Administrative Associate I
About The Position
The Administrative Associate I performs complex administrative duties in an office environment in support of the overall function of the office. The position provides administrative support to a department, school, or college and may serve as the unit’s key administrative support person. It may also provide oversight of student and temporary employees, and requires independent judgment and discretion on significant matters. For the Department of Chemistry, the role oversees and coordinates administrative operations and supports the Department Chair, including calendar and appointment management, office activities, visitor and caller inquiries, records and key access, and facilities and IT requests. It coordinates financial and procurement activities, processes payment documentation and travel reimbursements, and assists with budget monitoring. The position also supports departmental events and website maintenance. The role provides operational support to the Graduate Coordinator, including maintaining admissions portal information, communicating with applicants, and assisting with graduate student advising and registration processes and graduate assistant contracts.
Requirements
- Bachelor’s degree in a relevant area and two years of appropriate experience; relevant experience may substitute for the required education.
- Must be authorized to work in the United States; visa sponsorship or takeover of sponsorship is not available.
Responsibilities
- Oversee and coordinate administrative operations for the Department of Chemistry.
- Provide general administrative support to the Department Chair, including managing calendars and appointments and departmental office activities.
- Serve as the first point of contact for internal and external visitors and callers, directing them to appropriate people, departments, procedural information, or meeting locations.
- Manage and maintain departmental records, key access, key inventory, and key requests.
- Assist with surplus orders, work orders, and IT tickets.
- Coordinate departmental financial and procurement activities, including processing invoices and payments, following up on back-orders, creating purchase orders, processing revenue checks, and assisting with budget account monitoring.
- Prepare and process Request for Payment contracts and other payment documentation for temporary employees, individual contractors, extra compensation, faculty extra compensation, part-time faculty contracts, and faculty and staff travel reimbursements.
- Coordinate and provide operational support for Department of Chemistry events, including securing event spaces, coordinating catering, supporting event logistics, and providing on-site event support.
- Support maintenance and updates to the Department of Chemistry website in collaboration with College of Arts and Sciences web design staff and with input from the Chair, faculty, and staff.
- Provide operational assistance to the Graduate Coordinator, including maintaining admissions portal information and communicating with graduate applicants about welcomes, missing application items, and acceptance letters.
- Assist the Graduate Coordinator in ensuring graduate students have been advised, cleared for registration, and registered for classes.
- Input graduate assistant contracts for approval by the business officer, with input from the Graduate Coordinator and Department Chair.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
