Administrative Associate V, Health and Behavioral Sciences - Military Veterans

Works under general supervision and provides highly advanced administrative support for the Department of Health and Behavioral Sciences.

Responsibilities:

Communication

• Often the first point of contact for the department.
• Must provide excellent customer service to internal and external customers.
• Screens phone calls, responds to questions, and takes messages for the department and the College of Arts & Sciences.
• Screens complaints and determines the appropriate action or referral.
• Conducts online departmental committee elections and faculty surveys on departmental issues.
• Attends various academic meetings, prepares, and distributes meeting minutes and tracks action items.
• Serves as a liaison between faculty, administrators, and students.
• Alerts the department chairs to outstanding issues and concerns.

Coordination of Projects, Reports and Document Production

• Collects, compiles, and prepares materials for the department.
• Works on special projects with both internal and external stakeholders.
• Maintains active personnel files for the department.
• Manages and assists in the processing of faculty and staff hiring from start to finish in coordination with the provost's office, the chair, and the hiring committee chair.
• Drafts, composes, proofs, obtains signatures, sends, and receives correspondence on behalf of the department chair, including faculty appointment and reappointment letters.
• Obtains signatures utilizing Adobe sign.
• Handles highly sensitive and confidential materials.

Financial Functions

• Prepares and reviews travel requests and expense reports for accuracy and ensures compliance with all university financial rules and procedures.
• Tracks and maintains internal grants.
• Orders office supplies, event supplies, IT related equipment, and promotional items.
• Manages the procurement card and reconciliation.
• Processes financial reimbursements for departmental faculty, staff, and invited guests.
• Processes payroll and verifies payroll is correct.
• Runs payroll reports.

Organizing and Planning

• Processes with travel arrangements for department faculty, staff, and invited guests.
• Coordinates special events, speakers, and guests as assigned.
• Manages requests for appointments by prioritizing, researching, and responding to or delegating responses as appropriate.
• Tracks, anticipates, and prepares for upcoming deadlines and events that require action by the department.
• Schedules conference rooms and classrooms for departmental business.
• Participates in and helps coordinate selected departmental events.
• Attends and takes minutes during department meetings.

Office Management

• Assists in office management ensuring appropriate coverage, cleanliness, and effectiveness.
• Keeps track and does inventory of assets within the department.
• Files and retrieves documents, records, and reports.
• Submits work requests for the office, as needed.
• Maintains office equipment and orders and inventories departmental supplies.

Other Duties as Assigned.

Required Education and Experience:

• High school diploma or equivalent combination of education and experience.
• Five years of related experience.

Knowledge, Skills, and Abilities:

• Knowledge of word processing, spreadsheet, and database applications.
• Ability to multitask and work cooperatively with others.
• Excellent written communication, analytical, interpersonal, and organizational skills.
• Ability to work with sensitive information and maintain confidentiality.

Applicant Instructions: â Â

Please make sure to provide the following documents:âÂ

• Cover LetterÂ
• Resume / CVâÂ
• Professional ReferencesÂ

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