Administrative Associate

University of Southern Indiana • Evansville, IN

22h • $15 • Onsite

About The Position

Provide administrative support to the Dean of the Pott College of Science and Engineering and faculty. Coordinate the administrative support activities for the College.

Requirements

• High school diploma/GED.
• Must project a positive, professional demeanor with outstanding customer service orientation.
• Effective written and oral communication skills required to receive and respond to inquiries.
• Strong interpersonal communication skills, refined listening ability, discretion, tact, and judgment are required in dealing with a range of situations which may involve complex, sensitive and confidential issues.
• Able to maintain confidentiality without exception.
• Strong time management and organizational skills with the ability to set priorities and work independently while exercising initiative and strong problem resolution skills.
• Demonstrated ability to remain well organized while managing multiple priorities and deadlines.
• Strong accuracy, attention to detail, thoroughness and follow-through in completing tasks required.
• Proficiency with microcomputers, word processing, spreadsheet, database, electronic mail, presentation, and Internet software required.
• Typing skills of 60 to 65 wpm.
• Demonstrated flexibility in performing additional tasks during periods of increased workload and volume.
• Ability to work independently and become familiar with department policies to address situations in the absence of the Dean.

Nice To Haves

• Associate’s degree or significant college coursework.
• Previous office experience.
• Experience with standard operating systems.

Responsibilities

• Coordinate work activities of clerical staff; monitor staffing of departmental offices where vacations and illness are concerned.
• Develop and implement office procedures and standards.
• Organize and set work priorities for University and College meeting deadlines and completing projects such as fall, spring, and summer class schedules.
• Coordinate the employment and termination of student workers.
• Keep spreadsheet of student hours by department.
• Monitor school and departmental budgets, analyzing monthly financial reports and preparing budget status reports.
• Review and prepare purchase orders, direct pay forms, credit card reconciliations and other related items for accuracy and proper documentation prior to submittal.
• Oversee candidate expense reimbursements.
• Monitor funds attached to purchase order increases or changes.
• Verify receipt of materials ordered on purchase orders and credit cards.
• Input and maintain budget data using banner and Excel spreadsheets.
• Order research and/or workshop materials for faculty and/or students on various College, University, and/or external grants.
• Keep spreadsheets on grant expenditures.
• Check and verify payroll information and prepare recaps for faculty, staff and student payrolls.
• Process payroll notifications as necessary for new faculty and changes in faculty and student payroll status.
• Compile, coordinate and maintain confidential information and files regarding faculty tenure, promotion, and annual reports.
• Develop and maintain files regarding courses in each discipline.
• Compile and prepare all changes, additions and deletions to college bulletin material.
• Assist with coordinating events and student activities, including communicating with Sodexo about catering orders.
• Answer telephone, receive and greet visitors and provide general information regarding office and University procedures.
• Coordinate, compile and maintain confidential information and files regarding students and faculty.
• Implement and develop office procedures and standards with approval of supervisor.
• Enter and review requisitions, payment request, BuyUSI orders, and other items for accuracy and proper documentation prior to approval and release.
• Assist with communication between and among the deans and other individuals on and off campus, including setting meetings and conferences, coordinating telephone communication, and managing correspondence.
• Other duties as assigned.

Benefits

• Affordable medical, dental, vision, life and short term and long-term disability insurance plans.
• Retirement plan where the University makes the total contribution equivalent to 7% of annual salary.
• Full tuition fee waiver for employees/75% for spouses and dependent children.
• Accrue up to 10 paid vacation days per fiscal year – accrual increases after 4, 7, and 11 years of service

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 1,001-5,000 employees