Apply on Employer Site

University of Southern Indiana · 18 hours ago

Administrative Associate

Evansville, IN

Full-time

Onsite

New Grad, Entry Level

$14.56/hr - $14.56/hr

The University of Southern Indiana is a public higher education institution located on a beautiful 1,400-acre campus in Evansville, IN. They are seeking an Administrative Associate to provide administrative support to the Dean and faculty, coordinating various activities and managing office procedures. The role includes responsibilities such as budgeting, payroll processing, and maintaining confidential files.

AlumniE-LearningEducationHigher EducationUniversities

No H1B

Responsibilities

Coordinate work activities of clerical staff; monitor staffing of departmental offices where vacations and illness are concerned. Develop and implement office procedures and standards

Organize and set work priorities for University and College meeting deadlines and completing projects such as fall, spring, and summer class schedules

Coordinate the employment and termination of student workers. Keep spreadsheet of student hours by department

Monitor school and departmental budgets, analyzing monthly financial reports and preparing budget status reports

Review and prepare purchase orders, direct pay forms, credit card reconciliations and other related items for accuracy and proper documentation prior to submittal. Oversee candidate expense reimbursements

Monitor funds attached to purchase order increases or changes. Verify receipt of materials ordered on purchase orders and credit cards

Input and maintain budget data using banner and Excel spreadsheets

Order research and/or workshop materials for faculty and/or students on various College, University, and/or external grants. Keep spreadsheets on grant expenditures

Check and verify payroll information and prepare recaps for faculty, staff and student payrolls. Process payroll notifications as necessary for new faculty and changes in faculty and student payroll status

Compile, coordinate and maintain confidential information and files regarding faculty tenure, promotion, and annual reports

Develop and maintain files regarding courses in each discipline

Compile and prepare all changes, additions and deletions to college bulletin material

Assist with coordinating events and student activities, including communicating with Sodexo about catering orders

Answer telephone, receive and greet visitors and provide general information regarding office and University procedures

Coordinate, compile and maintain confidential information and files regarding students and faculty

Implement and develop office procedures and standards with approval of supervisor

Enter and review requisitions, payment request, BuyUSI orders, and other items for accuracy and proper documentation prior to approval and release

Assist with communication between and among the deans and other individuals on and off campus, including setting meetings and conferences, coordinating telephone communication, and managing correspondence

Other duties as assigned

Qualification

Microcomputer proficiencySpreadsheet softwareBudget monitoringWord processingDatabase softwareProblem resolutionOffice proceduresTime managementOrganizational skillsAttention to detailCustomer serviceElectronic mailPresentation softwareTyping skillsWritten communicationOral communicationInterpersonal skillsConfidentiality

Required

High school diploma/GED

Must project a positive, professional demeanor with outstanding customer service orientation

Effective written and oral communication skills required to receive and respond to inquiries

Strong interpersonal communication skills, refined listening ability, discretion, tact, and judgment are required in dealing with a range of situations which may involve complex, sensitive and confidential issues

Able to maintain confidentiality without exception

Strong time management and organizational skills with the ability to set priorities and work independently while exercising initiative and strong problem resolution skills

Demonstrated ability to remain well organized while managing multiple priorities and deadlines

Strong accuracy, attention to detail, thoroughness and follow-through in completing tasks required

Proficiency with microcomputers, word processing, spreadsheet, database, electronic mail, presentation, and Internet software required

Typing skills of 60 to 65 wpm

Demonstrated flexibility in performing additional tasks during periods of increased workload and volume

Ability to work independently and become familiar with department policies to address situations in the absence of the Dean