The Role
Provides high-level administrative and operational support for academic departments and programs. Manages budgets, fellowship finances, HR transactions, contracts, schedules, admissions and student records, communications, procurement, events, inventories, and grant-related financial processes. Coordinates with university offices, sponsors, faculty, staff, students, and external partners while maintaining websites, reports, and program documentation. Provides office support, handles independent administrative decisions, and may oversee student and temporary employees.
Summary Generated by Built In
The Department of City and Regional Planning and the School of Urban Affairs and Public Policy seek an experienced Administrative Associate II to provide high-level administrative support for departmental operations and academic programs. This position serves as a key administrative resource, managing complex administrative functions, coordinating office operations, supporting faculty, staff, and students, and exercising independent judgment and discretion in handling matters of significance. The successful candidate will contribute to the efficient operation and overall success of the department and school while providing oversight of student and temporary employees as needed. Familiarity with Oracle and/or other higher education enrollment management and budgetary systems.
Responsibilities- Financial Management (not grant/contract related): Monitors and manages Department of City and Regional Planning and Foundation budgets, expenses and revenues; assists with financial documents; takes corrective action when needed.
Manages financial aspects of City and Regional Planning and Urban Affairs fellowship programs, including the Critical Urban Research (CUR) Fellows and the Housing and Community Development (HCD) Fellowship program. This includes working with multiple sonsor organizations to finalize Memorandum of Understanding Agreements (MOU's), invoicing, and assisting participating GA's with professional development requests (travel or purchasing of supplies and services). (Note: these programs require working between four different accounts including the R1 state match.) Manages Urban affairs foundation account; assists with fundraising events and effort to include scholarship stipends or contracts, awards, and travel stipends. - Human Resources: CRP and Urban Affairs - Prepares faculty and staff searches in Oracle; assists chair with searches. Monitors budgets and prepares employment contracts for temporaries, student workers, adjuncts, and graduate assistants. Monitors and prepares faculty status change forms. Prepares GA contracts for City and Regional Planning, Urban Affairs, CUR Fellows, and HCD Fellows.
- Academic Program Support: Prepares department of City and Regional Planning and Urban Affairs class schedules; collects data and prepares annual reports for accreditation compliance and program guides; provides office, technical and academic policy support to department faculty; schedules routine meetings and events; reserves space; maintains the inventory and manages the ordering of departmental supplies; monitors and maintains key equipment inventory for department offices and lab and building classrooms; arranges routine technical support updates for department inventory; makes travel arrangements; organizes and coordinates special events.
- Student Support: Prepares admissions reports and process for the Department of City and Regional Planning and Urban Affairs admission decisions; communicates with department applicants as well as individuals with interest in the program; issues registration and course permits; facilitates graduation paperwork; monitors student progress toward matriculation; communicates academic dates and deadlines and student and professional development opportunities; manages annual student membership programs and subscriptions.
- Communications: Maintains Department of City and Regional Planning, Urban Affairs, and SUAPP website content; prepares annual reports and newsletters; prepares event notices, flyers, brochures, etc.; maintains contact list of alumni and planning professionals; manages the distribution of professional employment opportunities to department graduates.
- Grant/Contracts Financial Management: Assists with Department of City and Regional Planning and Urban Affairs grant/contract submissions, data and budgets; coordinates with SUAPP Business Officer, CAS Business Officer, Office of Sponsored Projects and External Agency personnel; monitors and manages personnel splits and grants recovery; monitors and manages IDCR; requests and coordinates advance accounts and cost share accounts as needed; provides assistance or training to City and Regional Planning faculty and SUAPP staff.
- SUAPP Operational Support: Provides administrative and operational support to the School of Urban Affairs and Public Policy (SUAPP) by assisting the Business Officer II in financial, procurement, and business processes, as needed and as assigned. Performs other duties as needed and as assigned to ensure efficient operations. Manages the application process and communications of the HCD Fellowship program; serves as main point of contact for SUAPP students and visitors.
- Other duties as assigned.
Qualifications
Bachelor's degree and two years administrative office experience. Relevant experience may substitute for required education.
Preferred familiarity with Oracle and/or other higher education enrollment management and budgetary systems.
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.
Skills Required
- Bachelor's degree
- Two years of administrative office experience
- Relevant experience may substitute for the required education
- Authorization to work in the United States
- Familiarity with Oracle or other higher education enrollment management and budgetary systems
Am I A Good Fit?
Get Personalized Job Insights.
Our AI-powered fit analysis compares your resume with a job listing so you know if your skills & experience align.
Success! Refresh the page to see how your skills align with this role.
The Company
What We Do
The University of Memphis is a public research university in Memphis, Tennessee, committed to academic excellence and community engagement. Driven by a philosophy of 'doing,' the institution leverages a diverse workforce of faculty and staff to foster a dynamic learning environment. The university provides a comprehensive range of educational opportunities and maintains a strong commitment to equal employment and institutional equity.
