Administrative Associate

Administrative Associate

The Administrative Associate supports the mission of the Costello College of Business, administratively assists the Area Chair and faculty members in the performance of their research, teaching, and service responsibilities, and provides responsive and reliable customer service to all area constituencies.

Area Support

• Provides customer service and support for Area constituents;
• Assists students and external parties in making the proper connections in the Area, College, or University to address their needs;
• Works with appropriate Dean's office staff on financial, personnel, and other administrative matters such as travel, eVA orders, recruitment, IT support, check requests, mileage reimbursements, and food & beverage requests;
• Remains current on all Costello College of Business and University policies;
• Updates Area website content;
• Manages calendar of Area events and ensures event information is communicated both within the area and to appropriate College teams (i.e., Marketing and Communications, Advancement Office and Dean's Office) to ensure Area events are being properly marketed to internal and external stakeholders;
• Attends trainings on essential job-related functions and systems as specified in the employee developmental plan;
• Shares findings from training sessions with Dean's Office staff and fellow Area Support staff to understand/assess relationships of Costello College of Business policies and procedures with University Guidance; and
• Assists with the training of new Area Support staff as requested by the Costello College of Business Dean's Office.

Area Chair Support

• Provides support for the Area Chair;
• Prepares and tracks all financial requests that require Area Chair approval;
• Reconciles Dean's Office financial reports with Area records;
• Prepares budgets for expenses per faculty member when required;
• Provides updates to Chair of any Area, College, and University events and activities;
• Schedules appointments for Area Chair, including virtual and in-person meetings;
• Uses university approved platforms. Advises the Chair on suggested organizational improvements for Area;
• Provides administrative support for the recruiting of new full-time faculty, graduate assistants, and hourly staff (as needed) using the job applicant tracking system;
• Assists Area Chair in coordinating activities with Adjunct faculty;
• Assists the Area Chair in responding to external constituents; and
• Executes other duties and responsibilities as assigned by Area Chair.

Area Faculty Support

• Provides administrative support for Area Faculty members;
• Provides document preparation and editing assistance for exams, reports, correspondence, syllabi, and other instructional material;
• Processes all copy and print service requests;
• Orders text books for faculty each term;
• Processes supply and other orders through eVA system;
• Assists in the recruiting of graduate assistants using the job applicant tracking system;
• Administers all aspects of faculty recruitment using the job applicant tracking system;
• Coordinates office/work station set up and orientation for new faculty members and graduate assistants;
• Assists faculty members with operational (not technical) aspects of systems including email, PatriotWeb, WebCT, virtual meetings using university approved platforms, and other job related systems;
• Arranges logistics of all Area events and candidate visits;
• Prepares travel authorizations and reimbursements for all Area faculty/faculty candidates as required and makes associated arrangements;
• Ensures that all mail, packages, and faxes are delivered to recipients within same day of receiving in the College of Business;
• Coordinates monthly Area faculty meetings and disseminates information through Area;
• Maintains Area files for faculty members and ensures proper records retention and disposal and
• Assists the Dean's Office with the on-boarding of adjunct faculty.

Events Support, Special Projects, and Other Related Duties

• Administratively supports college-wide events and program initiatives as assigned, including but not limited to: scheduling spaces, food orders, eVA procurement, equipment setup, logistics, preparing event and promotional materials, customer relations and communicating event details to appropriate School teams for marketing; and
• Executes college-wide special projects and initiatives as assigned that support the strategic mission of the college.

Required Qualifications:

• High school diploma or equivalent;
• Experience in an administrative setting;
• Excellent oral and written communication skill;
• Well organized, self-starter, sound interpersonal skills;
• Technical skills in the use of Microsoft Office;
• Ability to follow through and complete tasks; and
• Ability to work both independently and as a member of a team.

Preferred Qualifications:

• Bachelor's degree in related field;
• Strong administrative background in a university setting;
• Knowledge and understanding of area and office organization and College of Business administration;
• Knowledge of all relevant software related to job responsibilities (i.e. Sedona, job applicant tracking system); and
• Knowledge of University programs, policies, and procedures.

Instructions to Applicants:

For full consideration, applicants must apply for Administrative Associate, at Complete and submit the online application to include three professional references with contact information, and provide a cover letter and resume for review.

Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force. Equal Opportunity Employer