Administrative Associate V

Agency

Department

PURPOSE

This position works under the supervision of the Associate Dean and provides advanced administrative support work for the College of Liberal Arts.

DESCRIPTION

Functional Area 1:Administrative

Percent Effort: 35

• Point of contact for the Associate Deans office in the College of Liberal Arts.

• Schedule appointments and maintain calendar for the Associate Dean.

• Compose and respond to correspondence answer and direct phone calls and assist students staff and faculty with any questions or issues.

• Set and distribute the timeline for course building to admins and department chairs. Run Argos reports each academic term/semester to verify agreed upon course schedules are compliant with university time blocks and procedures.

• Update faculty handbook on both the I:drive and college webpage.

• Support Associate Dean and Graduate Coordinators with meetings and taking minutes

• Review college syllabi for accuracy.

Functional Area 2: Operations

Percent Effort: 35

• Maintain college-owned forms and disseminate to college Administrative Associates.

• Receive and process forms submitted for approval to the Associate Dean.

• Confirm that submissions for approval on Directed Individual Studies Internships Theses and other applicable forms have adequate supporting documentation especially syllabi with proper information included therein.

• Keep track of and communicate deadlines to the college such as Research Enhancement Awards Faculty Excellence Awards FARs FTSCA WEAVE Catalog Pre-Grant Distance Education Development Wagenschein etc.

• Facilitate FTSCA & Wagenschein communications among faculty Associate Deans business office departmental administrative associates and the FTSCA & Wagenschein committee members including the sending of CFPs letters of acceptance or rejection.

• Maintain submitted proposals for college-level awards from the Call for Proposals to the notification of the awardees. Provide communication between award committees and applicants.

• Maintain electronic records to include faculty handbook changes catalog revisions student grade appeals college committee elections and census-day enrollment reports.

• Create disseminate and collect data for all electronic college elections.

• Monitor catalog change timelines and notify academic departments of impending deadlines.

• Receive and properly route proposals for Special Topics courses.

• Work with various departments across campus to maintain graduate faculty status updates/records and graduate scholarships.

• tracking graduate scholarship committees updating webpages maintaining updated handbooks on website.

• Maintain college website. Update information on website as changes take place or changes are requested.

• Assist Associate Dean with student-related issues to include grade appeals by organizing documents for review and processing and setting meetings as needed including the appointment of members to the College Grade Appeals Committee.

• Provide support to faculty with college-level awards CourseLeaf.

• Hire train and supervise one (1) student worker.

• Work closely with Deans Administrative Coordinator to support the colleges faculty and staff and order and maintain college promotional material.

• Serve as co-coordinator/leader of Administrative Assistant meetings.

• Attend all University and College meetings.

• Co-host training sessions for department admins.

Percent Effort: 10

• Monitor departmental budget and notify department head of any issues. Purchase items on behalf of the Associate Deans office or other college departments using the correct procurement process.

• Process travel vouchers for the Associate Dean and reconcile personal pcard expenses.

• Manage budgets for FTSCA and Wagenschein awards.

• Purchase items on behalf of Faculty Excellence FTSCA and Wagenschein awardees.

• Create Vendor and Contract documents to process payments for honorariums invoices and student awards.

Functional Area 4: Project Management

Percent Effort: 20

• Coordinate events using Wagenschein funds.

• Recruit Island Days faculty volunteers maintain list for the year and send thank-you letters.

• Organize and coordinate events and meetings to include new faculty orientations academic advisor meetings graduate coordinator meetings any new committees to which Associate Dean are appointed.

• Take lead role in the college hooding ceremonies including gathering of graduate names collecting biographical statements and photos creating script and slideshow for the ceremony reserving room and photographer arranging catering hiring and paying of musicians creating program coordinating with UPD for parking reminding graduates and graduate coordinators of the event etc.

• Assist with planning and hosting of the Publications and Creative Excellence Recognition Receptions for CLA.

• Aid in workshop event and invited speaker coordination associated with internal and external initiatives on campus.

QUALIFICATIONS

• High School Diploma or GED

• Five (5) years of administrative support experience

• Additional education may be considered as a substitute for the minimum experience requirement:

  • Associates degree and three (3) years of administrative support experience

  • Bachelors degree and one (1) year of administrative support experience

• Intermediate skills in Microsoft Office Suite

• Excellent written and verbal communication skills

• Positive attitude

• Ability to work independently and efficiently with minimal supervision

• Ability to work in a fast-paced environment

• Excellent attention to detail

PREFERRED QUALIFICATIONS

• Experience in Banner Argos Ad-Astra IslanderBuy Laserfiche and Workday

• Two (2) years office management experience

• Advanced skills in Publisher and Adobe

• University experience

• Associates or Bachelors Degree in a related field

SALARY: $18 - $20/hourly

• $37440 - $41600/annually approximately

BENEFITS (rules policies eligibility apply)

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.