Admin Support Associate

Position Number: 002265 Department: Col of Arts & Architecture (Col) Employment Type: Permanent - Full-time Months Per Year: 12 Essential Duties and Responsibilities: Executive Support & Leadership: Provides advanced administrative support to the Department Chair and Associate Chair, and serves as the direct supervisor for temporary or permanent office assistants. Faculty Support: Complete support tasks for faculty as assigned by the Department Chair. Operational Training: Provides orientation and training to new faculty and staff regarding standard administrative practices of the Department, College, and University. Purchasing, Financial, and Budgetary Coordination: Reconciles departmental budgets, tracks travel/office expenditures and purchasing requests, and works closely with Business Services Coordinators to ensure accurate financial reporting. Asset Management: Support the management of a catalog and inventory of musical instruments, including tracking the student checkout/borrowing process and scheduling repairs. Communication & Promotion: Manages internal marketing to promote program successes (e.g., APPSpace) while ensuring FERPA compliance, securing necessary authorizations, and following University brand standards. Logistics & Scheduling: Manages complex calendars and events, for the Chair and Department, including classroom and event programming and logistics. Minimum Experience / Education: Required Minimum Qualifications: Graduation from high school; or an equivalent combination of education and experience. Note: Some state job postings state you can qualify by an ‘equivalent combination of education and experience.' If that language appears above, then you may qualify through EITHER years of education OR years of directly related experience, OR a combination of both. Preferred Education Skills and Experience: Demonstrated proficiency in office technology, including the ability to quickly learn and effectively utilize university and department-specific software systems and web-based applications. (Banner, EPAF , eGRAD, 49erMART, ARCHIBUS , HRMS , NinerTalent, COAA HelpDesk, R25 Calendar Reservations, etc): Excellent written, verbal, interpersonal, and customer service skills, with the ability to communicate professionally and effectively with diverse stakeholders. Strong attention to detail and commitment to accuracy in managing administrative processes, records, and reporting functions. Advanced proficiency in Microsoft Office Suite applications, particularly Word, Excel, PowerPoint, and Access, with the ability to analyze data, create reports, and develop professional presentations Commitment to continuous professional development, including seeking training opportunities to enhance individual performance and improve administrative office operations and outcomes.