Administrative Associate I

University of Memphis•Memphis, TN

About The Position

Performs complex administrative duties in an office environment that support the overall function of the office. Provides administrative support to a department, school, or college and may serve as the unit’s key administrative support person. The role may include oversight of student and temporary employees and requires independent judgment and discretion on significant matters. For the Department of Chemistry, the position oversees and coordinates administrative operations, including support for the Department Chair, management of calendars and appointments, coordination of office activities, and serving as the first point of contact for visitors and callers. It maintains departmental records and key inventory, assists with surplus orders, work orders, and IT tickets, and coordinates financial and procurement activities. The position also processes payment documentation and travel reimbursements, supports departmental events, and maintains the department website in coordination with College of Arts and Sciences web design staff. The position provides operational support to the Graduate Coordinator, including maintaining admissions portal information, communicating with graduate applicants, and assisting with graduate student advising, registration clearance, course registration, and GA contract approval processes.

Requirements

Bachelor’s degree in a relevant area and two years of appropriate experience; relevant experience may substitute for the required education.
Applicants must be authorized to work in the U.S.; employment visa sponsorship or takeover of sponsorship is not available.
Regularly sit, use hands to handle or feel, and talk or hear; frequently walk; occasionally stand, reach, stoop, kneel, or crouch; occasionally lift and/or move up to 10 pounds; close vision is required.

Responsibilities

Oversee and coordinate administrative operations for the Department of Chemistry.
Support the Department Chair with calendar and appointment management and departmental office activities.
Serve as the first point of contact for internal and external visitors and callers, directing them to the appropriate person, department, procedural information, or meeting location.
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 monitoring budget accounts.
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.
Coordinate with College of Arts and Sciences web design staff to maintain and update the Department of Chemistry website, incorporating 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 items, and acceptance letters.
Assist the Graduate Coordinator with ensuring graduate students are advised, cleared for registration, and registered for classes.
Input GA Contracts for approval by the business officer, with input from the Graduate Coordinator and Department Chair.