Administrative Associate II

Agency

Department

Serves as the public-facing representative of the division while performing administrative support work under general supervision. The Administrative Associate II provides assistance to accreditation processes faculty students prospective students and Title IV-E within the division. The role combines general administrative duties with specialized responsibilities supporting accredited programs faculty the Title IV-E program.

Salary information: The expected salary range for this position is $14.42-$18.20 an hour.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Serves as the primary point of contact and representative of the division for students and prospective students
• Greets visitors answers and screens calls provides information and referrals and schedules appointments
• Receives sorts and routes mail and performs other mail services
• Applies interprets and communicates policies and procedures serving as a resource for answering questions
• Processes and maintains the documents and reports for the Title IV-E program
• Supports faculty with Emburse procedures and reports
• Performs data entry and retrieval and maintains data files
• Makes arrangements for meetings appointments conferences and travel including reserving university spaces
• Plans and coordinates events for students and stakeholders including securing locations arranging catering preparing materials and managing logistics
• Assists with coordinating guest speakers and presenters for program events
• Processes purchase orders obtains and compares bids for goods and services and manages procurement procedures
• Maintains office supplies equipment and reference materials (including online resources)
• May deliver pick up or receive cash payments documents supplies equipment or materials
• Participates in online and in-person meetings as directed
• Assists with inventory as directed
• Takes minutes for the quarterly Advisory Board meetings
• This document represents the major duties responsibilities and authorities of this job and is not intended to be a complete list of all tasks and functions. Other duties may be assigned.

KNOWLEDGE SKILLS & ABILITIES:

Minimum Qualifications

• High school diploma or equivalent combination of education and experience

• Two years of related experience
• Knowledge of word processing spreadsheet and database applications
• Ability to multitask and work cooperatively with others
• Effective verbal and written communication skills

Preferred Qualifications

• Knowledge of State and Federal laws regulations and policies including FERPA
• Experience with DocuSign PDF formats and video conferencing applications
• Familiarity with general office equipment
• Experience with Microsoft Office applications including Word Excel PowerPoint and Outlook
• Effective interpersonal skills
• Accurate keyboarding ability
• Organizational and decision-making skills (demonstrated ability to think critically)

Other Requirements

• Ability to occasionally work beyond normal office hours.
• Ability to maintain confidentiality.

SUPERVISION OF PERSONNEL:

This position generally does not supervise employees.

All positions are security-sensitive. Applicants are subject to a criminal history investigation and employment is contingent upon the institutions verification of credentials and/or other information required by the institutions procedures including the completion of the criminal history check.

Equal Opportunity/Veterans/Disability Employer.