Administrative Associate I

Performs a higher level of a variety of complex and administrative duties in an office environment that supports the overall function of the office.  Provides administrative support to department, school, or college and may act as the key administrative support person for the unit. May provide oversight of student and temporary employees.  Involves the exercise of independent judgment and discretion about matters of significance.

• Financial Management (not grant/contract related): Manage and reconcile budgets, monitoring expenses and revenues. Prepare and/or approve financial documents and prepare necessary financial reports. Assist Chair with forecasting revenues and expenses for each semester. Compiles data for department, accreditation, and other purposes. Process travel purchase orders, reimbursements. Create and monitor all direct hire contracts for adjuncts, graduate assistants, student workers, and summer compensation. 
• Academic Program Support: Schedules courses, including updating rolled schedules, locating appropriate classrooms, and course maintenance. Monitors course registration to ensure proper class size and room assignment. Issues student permits after verifying prerequisites and obtaining instructor consent. Coordinates new graduate students’ programming test and exit interview. Works with graduate coordinator/academic services coordinator to review program/course descriptions and pre-requisite requirements. Teams with the registrar’s office and UMGlobal to create new M50 courses. Creates and disseminates Teaching Assistants’ schedule. Conducts a Graduate Assistants’ evaluation survey at the end of every semester and compiles the results for faculty to review. Collects and submits materials for our ABET accreditation, graduate program review, and annual program assessments. 
• Administrative Support: Disseminates departmental information; Copies and collates materials for use in reports and presentations and/or distribution to specific parties; creates presentations; organizes and maintains student records; plans conferences and special events; ensures general maintenance of facilities; maintains key inventory, Space Planning and Records Inventory. Submits Physical Plant WORQ work orders. Reviews incoming mail, internal forms, and other paperwork to ensure completeness, accuracy, and conformity within established procedures. Routes mail, internal forms, and other documents to the appropriate individuals and departments for approval or action. Coordinates and schedules meetings for faculty within the department, University, and with people outside the University. Maintains supervisor’s calendar. Assists internal and external visitors and callers including directing them to the appropriate person/department, procedural information, or meeting location. 
• Purchasing/Inventory: Enters Tiger Buy/Pcard requisitions. Ensures receipt of all ordered supplies and follows up with vendors as necessary for missing or returned items. Reconciles Pcard purchases monthly. Monitors and maintains the inventory of supplies.
• Grant/Contracts Financial Management: Manage the financial aspects of the grant. Review and/or approve expenditures and reconcile expense reports to ensure compliance with grants. Provides assistance to PI. 
• Performs other related duties as assigned. 
   

Bachelor’s Degree in relevant area and two years of appropriate experience. An equivalent combination of education, training and experience may be substituted for the degree requirement.

Applicants must be authorized to work in the U.S.  We are unable to sponsor or take over sponsorship of an employment visa at this time.