Duties and Responsibilities :

The College of Sciences is accepting applications for the Administrative Associate position. The candidate selected will be responsible for the following administrative assistant tasks.

Argos

• Run reports for Faculty
• Check for inactive faculty
• Run reports for class schedule (audit schedule input)

Banner Finance / HR / Student

• Run Monthly Budget reports
• Reviewing Invoice Payments
• Review 3 departmental accounts
• Fall, Spring and Summer semesters input EPAFs for all adjuncts, GAs and students. Summer semester input EPAFs for all faculty, adjuncts, GAs, students, and peer mentors.
• Terminate all STU, PT9, and GA positions at the end of each semester.
• Review post processing reports; obtain for signature and keep on file.
• Input course, lab and research sections along with their instructors each semester.
• Collect and upload syllabi from faculty and adjuncts into SharePoint each semester.
• Input book adoptions for courses in AUM Bookstore website each semester.
• Enter / update faculty load information (e.g. title, education, transcript dates, etc.)

Budget Monitoring

• Maintain distribution of funds for departmental accounts and GIA / research accounts.
• Process visa reconciliation sheets for purchasing cards within the department Print out monthly statements
• Code purchases with the correct FOAP for purchases made with the Pcard.
• Process vendor vouchers.
• Organize and process all travel vouchers in our department.
• Process budget transfers, salary wage transfers, and DECs as needed.

Kronos

• Prepare, process, and verify personnel forms for all Department faculty, adjuncts, GAs and student workers.
• Edit / correct time clock punches and process payroll for department.
• Input all VAC / SCK time into Kronos for benefit eligible employees
• Handle monthly and bi-weekly payroll, including preparation of recap sheets and verification of Labor Distribution reports.

Supplies

• Uphold inventory of office supplies and order when items are low.
• Order logo printed supplies for department (stationary, business cards, envelopes, etc) through Davis Direct.

Departmental Associate

• Meet the demands of the department by assisting faculty members
• Maintain an organized filing system for faculty, students, and PPS documents
• Shred outdated confidential documents
• Complete offer letters, hire forms, EPAFs, HR-12 and / or UPO-10 as appropriate for faculty / adjuncts, student workers or UNIV 1000 instructors.
• Create / type student-friendly schedule for office viewing
• Supply the students with internal memorandum forms, grade change forms, and grade adjustment forms
• Direct students to appointed advisors and answer any questions regarding courses taught and offered
• Keep office supplied with curriculum sheets for majors / concentrations with options
• Distribute alternate PIN numbers to majors for registration every semester
• Assist students each semester with pre-req errors, co-req errors and also transfer / transient students who are receiving errors
• Initiate and track work orders through the Track-it System for computers, telephone and facility issues.
• Initiate and track work orders through School Dude for any maintenance issues for department.
• Notify appropriate faculty for commencement participation
• Receive and distribute mail
• Request books from textbook rep based on demand each semester

ABET Accreditation and Assessment issues 10%

• Course evaluation collection, organization
• Assessment information collection, organization
• Data aggregation, formatting

Additional duties as assigned by chair Knowledge, Skills, and Abilities :

• Knowledge of word processing software and the ability to operate standard PC / PC software applications
• Knowledge of Excel and other spreadsheet software
• Knowledge of applicable university policies and procedures
• Knowledge of general office procedures and professional office behavior
• Interpersonal skills and cultural competence
• Oral and written communication skills
• Analytical skills
• Ability to review materials and identify discrepancies or mistakes (i.e., proofreading)
• Ability to perform basic mathematical computations
• Ability to respond to several demands at one time
• Ability to prioritize assignments
• Ability to coordinate the work of others

Last updated : 2024-06-24