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Title: Administrative Associate

Division: Provost's Office

Department: Pott College of Science, Engineering, & Education

FLSA Status: Non-Exempt

Salary Range: Grade 6: $14.56/hour

EEO Job Group: 5 E5

Position Summary

Provide administrative support to the Dean of the Pott College of Science and Engineering and faculty. Coordinate the administrative support activities for the College.

Duties/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.
  
  
• Keep spreadsheet of travel funded thru the Dean’s office.
  
  
• Order research and/or workshop materials for faculty and/or students on various College, University, and/or external grants. Keep spreadsheets on grant expenditures.
  
  
• Prepare spreadsheet for semester overload and adjunct contracts. Mail and log return of contracts and corrections.
  
  
• Prepare Faculty Load Report each semester.
  
  
• 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.
  
  
• 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.

Required Knowledge and Skills

• High school diploma/GED with four years of related office experience required.
  
  
• 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. Experience with standard operating systems preferred. 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.

Preferred Knowledge and Skills

• Associate’s degree or significant college coursework preferred.

Regular Work Hours/Travel Requirements

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.

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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 manager of Employment at mcweinzapf@usi.edu or (812) 464-1840. Contacting the manager of Employment 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