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Title: Senior Administrative Associate

Division: Provost's Office

Department: Romain College of Business

FLSA Status: Non-Exempt

Salary Range: Grade 7: $16.02/hour

EEO Job Group: 5 E5

Position Summary

Provide high-level administrative support to the Dean of the Romaine College of Business while having the presentation of a consistently professional demeanor at all times.

Duties/Responsibilities 

• Independently provides high-level assistant support to the dean in the areas of meeting preparation and de-brief, workflow in the dean's office and general administrative assistance to support the dean's responsibilities and duties.
  
  
• Evaluates requests and handles them independently or routes call appropriately based upon a working knowledge of the goals and objectives of the Romain College of Business.
  
  
• Provide administrative support as needed for all College committees.
  
  
• Works with members of dean’s leadership team as liaison for computer inventory, telephone equipment, instructional technology, and facility needs.
  
  
• Coordinate and request adjunct and overload contracts each semester from Human Resources and manage the adjunct and overload process within the College.
  
  
• Coordinate activities and correspondence between the College and AACSB International.
  
  
• Assist with recruitment and hiring processes including creating all posting advertisements, processing applications, receiving transcripts on behalf of the dean, prepare requests for on campus interviews and intent to hires, and other responsibilities associated with hiring and onboarding of faculty.
  
  
• Processes all reimbursements for both the candidates and faculty.
  
  
• Provide administrative support as needed for the Romain College of Business MBA Director.
  
  
• Coordinate the “off boarding” of faculty and employees; collects keys as applicable from departing employees; responsible for notification of departure to HR and removal of employee from distribution lists and recovery of other company assets.
  
  
• Data entry for production of faculty load report for the Office of Planning, Research and Assessment; retrieval of personnel evaluations for dean’s use.
  
  
• Coordinate and implement office services such as purchasing, projects and budget accounting operations. Prepares and/or participates in the preparation of the annual budget presentation.
  
  
• Record filing and retrieval; structure, organize, and maintain personnel records to ensure confidentiality and the expedite retrieval.
  
  
• Oversee and maintain inventory of supplies and equipment. Purchase educational supplies and equipment on a periodic basis.
  
  
• Manage sensitive, confidential information and related requests with tact and diplomacy.
  
  
• Coordinate travel arrangements for the dean and College faculty per University policies and procedures.
  
  
• Process accounting forms, such as invoices, purchase orders, check requests, budget transfers, and travel expense vouchers. Works with the accounting staff to process invoices and payments to vendors through Chrome River.
  
  
• Responsible for managing all expense reimbursements for the dean by utilizing the appropriate university forms and policies. In addition, responsible for tracking college expenses.
  
  
• Establish and maintain a variety of business subject files and chronological files for the office by creating new files as needed, and filing correspondence, reports, directives, publications and invoices in a timely manner.
  
  
• Act as a liaison with Facility Operations and Planning to submit work order requests.
  
  
• Assist with data entry of course offerings each semester; and continuous adjustments of schedule as enrollments shift.
  
  
• Responsible for overseeing all logistical arrangements (including investigating and scheduling the use of appropriate facilities) in:
  - arranging for on-campus catering,
  - audio-visual and media services,
  - parking directional signs, printing,
  - rental or purchase of equipment and other necessary vendor services and supplies.
  - manage invitation and RSVP process for meetings. Includes notifications or other information pieces, confirmations and guest list. Involves diligent follow-up and careful record keeping.
  
  
• Assist with acquisition of educational materials such as book orders, desk copies and electronic collection of faculty syllabi.
  
  
• General clerical duties to support department chairs and faculty. Departmental liaisons with adjunct faculty.
  
  
• Other duties as assigned.

Required Knowledge and Skills

• Bachelor’s degree required.
  
  
• 4+ years of experience with academic office operations and coordination.
  
  
• Excellent interpersonal and organizational skills required.
  
  
• Strong verbal and written communication skills required.
  
  
• Ability to work independently with attention to detail required.
  
  
• Experience with Microsoft Outlook, Word, PowerPoint and Excel programs required.
  
  
• Excellent customer service skills are required.
  
  
• Knowledge of the formal and informal department goals, standards, policies and procedures that may include familiarity of various departments within the college.

Preferred Knowledge and Skills

• Previous accounting knowledge or experience preferred.
  
  
• Experience with Blackboard, Banner, and Microsoft Office 365 preferred.
  
  
• Is sensitive to the inter-relationship of both people and functions within the department 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.

• 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