Administrative Associate II

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.

Responsibilities

Administrative/Clerical Support:

• Maintains records related to scholarships and fellowships, orders supplies, equipment, and maintenance using Oracle and other appropriate systems. Maintains calendar and manages communication for undergraduate Academic Affairs, Student Services, Career Services, Academic Advising administrators and staff, schedules meetings/events, and manages logistics including reservations, rental, a/v, catering, etc.; records, prepares, and distributes meeting minutes; coordinates travel
• Responds to inquiries from outside the college, conducts research as necessary and composes appropriate response. Serves as an information resource to internal staff and departments related to scholarships/fellowships, curricular processes, academic scheduling. Assists staff with complex inquiries, problems, or projects that require independent judgment and interpretation of policies and procedures; 
• Assists in the development and implementation of internal operating procedures, enforce rules and regulations to ensure smooth flow of operations. Makes recommendations for process/regulation improvement as necessary. Prepares documents and presentations as necessary. 
• Provides support for the day-to-day operation for undergraduate Academic Affairs, Student Services, Career Services, Academic Advising functions including answering phones, welcoming visitors, distributing mail, and other general office duties.  
   

Academic Program Support:

• Coordinates student and college information for surveys such as US News and World Report. Maintains records associated with student success and retention, internships/co-ops, college curriculum, and students as related to Associate Deans’ duties. Prepares academic data for analyses as necessary related to the Associate’s Dean’s duties. Assists with accreditation efforts, including the maintaining of records related to Accreditation Board of Engineering and Technology (ABET) accreditation.
•  Assists with the scholarship award process, including communication with students and review of student performance related to scholarship criteria. Understands the criteria for each scholarship and communicates with students/faculty/staff as appropriate. 
• Maintains student academic records for Associate Dean. Assists with maintenance of academic catalogs, and curricular process in college, and enters curriculum information as necessary. Schedules College of Engineering courses (ENGR courses) in Banner. Coordinates part-time and dual enrollment instructor contracts for ENGR courses.
   

Special Events:

• Assists with all special events hosted by undergraduate Academic Affairs, Student Services, Career Services, Academic Advising including venue selection, management of all vendors and contracts in alignment with U of M policies and procedures, and onsite management of events. Ensures all vendors are paid in a timely fashion (including the acquisition of tax information as appropriate). Oversees all logistics related to events including volunteer and staff recruitment. 
• Acts as liaison for Engineering College with U of M departments including Alumni Association, Marketing, Legal, Procurement Services, Accounting, Development, and Foundation as appropriate. Provides post-event analysis and recommendations as appropriate. 
  Financial Management:
• Monitor operating budgets of college and grants accounts for undergraduate Academic Affairs, Student Services, Career Services, and Academic Advising. Gather data and prepare planning reports and financial projections. Prepare and approve financial documents. Review and authorize purchase of supplies, services and equipment. 
• Initiates hiring contracts for part-time instructors for ENGR courses and student workers for undergraduate Academic Affairs, Student Services, Career Services, and Academic Advising. Prepare and maintain proper accounting records of operational and special budgets.  
   

Other duties as assigned.
 

Qualifications

Bachelor’s degree and two (2) years of appropriate experience. Relevant experience may substitute for required education.

About UsThe University of Memphis is a leading, student-centered, urban public R1 research institution. Located in Memphis, Tennessee, on 1,160 acres. The University serves a population of nearly 20,000 students and 2,500 employees, including more than 1,000 full-time faculty members. The University offers bachelor’s degrees in more than 230 areas of study, master’s degrees in more than 50 subjects and doctoral degrees in 26 disciplines; supported an institutional record of more than $100 million in research awards for FY24; and has an operating budget of close to $500 million.