Administrative Associate

Title: Administrative Associate

Division: Provost's Office

Department: College of Liberal Arts

FLSA Status: Non-Exempt

Salary Range: Grade 6: $14.56/hour

EEO Job Group: 5 E6

Position Summary

Coordinate the College of Liberal Art’s budgets, purchasing, and expenses incurred by departments, agencies, and special projects. Provide support for financial transactions related to travel, purchasing, scholarships and awards; support staff liaison coordinator for USI Foundation events.

Duties/Responsibilities 

• Provide support to the dean’s managerial activities and oversees daily operations within the college. Ensures the dean is kept abreast of pertinent information. Provide the dean with appropriate background information for correspondence that requires his/her personal attention.
  
  
• Provides support for projects managed by associate and assistant deans.
  
  
• Assists with the development, maintenance, and tracking of all budgets within the College’s departments, agencies and grant accounts. Evaluate accounts, track expenditures and prepare quarterly reports to Deans and Department Chairs.
  
  
• Processes all college travel paperwork. Works with faculty, students and guests to assists with travel requests, requisition of funds and travel reimbursement. Tracks funding usage as needed.
  
  
• Oversee the preparation of requisitions, travel documents, and work orders for the College. Makes purchases and reconciles credit card for CLA. Duties include but are not limited to:
  • College liaison to USI Procurement; assists all faculty and staff with purchasing needs.
  • Coordinates usage and reimbursement for student and faculty grants and other monetary awards.
  • Utilizes BuyUSI system to purchase and reconcile payments to a variety of vendors.
  • Places orders with CLA credit cards and reconciles monthly credit card statements.
  
  
• Assist the dean in preparing for meetings by anticipating various needs for information and independently gathering, evaluating, analyzing, and preparing data/information from a variety of sources. Provide administrative support as needed for all executive committees, i.e., tracks and assures assignments are on task; member of the college chairs' council.
  
  
• Meeting and event planning:
  • Handle all logistical arrangements including investigating and scheduling the use of appropriate facilities, arranging for campus and/or outside catering, audio-visual, media services, rental or purchase of equipment and other necessary vendor services and supplies.
  
  
• Orients and trains support staff and student workers. Supervises student workers.
  
  
• Provides back up support to Senior Administrative Associate in personnel matters; including administrative support in matters concerning faculty search, tenure and promotion, faculty awards and grants and associated duties.
  • Assists with recruitment and hiring processes including assisting with travel and administrative needs related to travel and meal reimbursements for candidates and search committee members.
  • Coordinates the work of college administrative assistants in the absence of senior administrative associate
  
  
• Liaison for Information Technology and Facilities purchases and work orders for CLA tech needs.
  
  
• Student worker hiring for the college, and assistance as needed with the departmental student workers. Proxy for student worker payroll.
  
  
• Attend and take minutes for the Art Collection Committee and the LA Graduate Council meetings.
  
  
• Other duties as assigned.

Required Knowledge and Skills

• High school diploma/GED.
  
  
• A minimum of two years office experience.
  
  
• Demonstrated knowledge and experience with personal computers, word processing, and spreadsheet.
  
  
• Strong oral and written communication skills.
  
  
• Must possess strong numeracy and proofreading ability with a high level of accuracy.
  
  
• Effective organizational and prioritizing skills.
  
  
• Must be able to create and maintain effective relationships with students, faculty, and staff.

Preferred Knowledge and Skills

• Bachelor’s degree or college course work.
  
  
• Experience with database programs desired.

Regular Work Hours/Travel Requirements

• Standard work hours are Monday through Friday, 8 a.m. to 4:30 p.m.
• Occasional overtime may be required.

About USI           

The University of Southern Indiana is a public higher education institution located on a beautiful 1,400-acre campus in Evansville, IN. We offer employees exceptional benefits! Benefits for this position include:

• Affordable medical, dental, vision, life and short term and long-term disability insurance plans.
• Retirement plan where the University makes the total contribution equivalent to 7% of annual salary.
• Full tuition fee waiver for employees/75% for spouses and dependent children.
• Accrue up to 10 paid vacation days per fiscal year – accrual increases after 4, 7, and 11 years of service

For more information about the benefits that USI offers, please visit www.usi.edu/hr/benefits.

  Application Process   Click “Apply Now!” near the top right of this page to complete an application and upload application materials. Application materials should include:

• Resume

Pre-Employment Screening

A background check will be required for employment in this position.

Authorization to Work in the United States

USI will not sponsor an employment-related visa for this position.

Interview Accommodations

Persons with disabilities requiring accommodations in the application and interview process please contact the Associate Director of Human Resources, Constance Hermann, at cjhermann1@usi.edu or (812) 461-5363. Contacting the Associate Director of Human Resources is intended for use in seeking disability-related accommodations only. For general applicant inquiries, contact Human Resources at HumanRes@usi.edu or (812) 464-1815.

EEO Statement

USI is an Equal Opportunity Employer as to all protected groups, including protected veterans and individuals with disabilities