Administrative Support Associate

Administrative Support Associate I/II

The Political Science Department in the College of Liberal Arts is hiring an Administrative Support Associate I/II. This position provides administrative, financial, academic and operational support to the department by managing course scheduling, processing financial transactions, coordinating events, and supporting departmental facilities and resource needs. It serves as a liaison between the department chair and various stakeholders, ensuring effective communication and compliance with university policies. Additionally, the role facilitates student engagement, maintains records, and manages departmental resources to support overall operations.

Responsibilities

• Provides financial support by preparing travel and vendor vouchers, reconciling purchasing card transactions and maintaining orderly financial filing systems to ensure the enforcement of policies set forth by the Procurement and Business Services office.
• Provides academic support to the department's multiple academic programs by building a departmental master course schedule, entering course information into the student scheduling system (CLSS/Courseleaf), scheduling classrooms in Ad Astra and monitoring registration, including, but not limited to special enrollments related to First Year Experience and Camp War Eagle to optimize resource allocation as it pertains to departmental and institutional operations.
• Provides operational and facilities support for the department by coordinating office and workspace assignments; monitoring departmental space utilization; maintaining inventories of furniture, equipment, and other departmental assets; identifying and addressing facilities-related needs; submitting and tracking work orders; coordinating office moves and space modifications; and serving as the department's liaison with Facilities Management and other campus units to ensure departmental spaces are functional, properly equipped, safe, and supportive of faculty, staff, and student needs.
• Assists the Health Administration Services Program Director and faculty by collecting and tracking data associated with alumni surveys, managing HADM student applications, communicating with preceptors for internships, and facilitating communication on behalf of the student organization (HHAO) to support the goals of the HADM Program.
• Acts as a liaison between the department chair and other departments, clients, and students by facilitating communication, coordinating departmental operations, and managing correspondence. Ensures that all internal and external parties are informed of and comply with University policies and procedures.
• Conducts various administrative and clerical tasks, including maintaining records to support efficient departmental operations, managing files for easy retrieval and organization, coordinating schedules and calendars to optimize time management, sorting and distributing mail to ensure timely delivery of information, answering and directing phone calls to assist inquiries and provide support, and procuring office supplies to maintain a well-equipped workspace. These tasks collectively enhance productivity, organization, and communication within the department, ensuring smooth operations and adherence to institutional goals.
• Provides administrative oversight and day-to-day direction for graduate assistants, student employees, and work-study students assigned to the department chair or Health Services Administration Program Director by coordinating work assignments, monitoring task completion, assisting with onboarding and training, and ensuring support activities are completed effectively and in accordance with departmental procedures.
• Others Duties as Assigned

Qualifications

Level I:

• High school diploma or equivalent
• 2 years of experience in clerical and administrative support services.

Level II:

• High school diploma or equivalent
• 4 years of experience in clerical and administrative support services.

Substitutions Allowed for Experience:

When a candidate has the required education, but lacks the required experience, they may normally apply additional appropriate education toward the experience requirement, at a rate of one (1) year relevant education per year of required experience.

Budgeted Salary Range for This Position: $40,000 - 50,000 annually.

Minimum Knowledge, Skills, and Abilities

• Knowledge of office rules, procedures and operations that require previous training and experience to perform.
• Customer-service orientation, professionalism, strong organizational and communication skills, proficiency with Microsoft Office.
• Experience with various AU systems is desired.

Contract Type

Continuing

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