Administrative Associate

Location
Alabama, United States
Salary
Salary Not Specified
Posted
Oct 07, 2020
Employment Level
Administrative
Employment Type
Full Time

Position Information

Vacancy Number: S-00653 Position Title: Administrative Associate Classification Title: Administrative Associate Department: Criminal Justice and Economics Employment Type: Full-Time Duties and Responsibilities:

We are seeking two Administrative Associates, one for Criminal Justice and one for Economics. The job functions are to support the mission of the department of Criminal Justice and Economics, the mission of the College where the two departments are residing, and the mission of Auburn University at Montgomery.

Assist the department chairs in a variety of administrative detail matters; coordinate the maintenance and repair of office equipment; determine the need for, prepares specifications and process requisitions and material receipts for supplies, and forms.

Collect, receive, open, sort, and distribute mail and other correspondence. Mail letters, brochures and other documents for the departments, faculty and staff.

Maintain and supervise a large or complex filing system; analyze complex files and file materials; sort and file correspondence, reports, records, and other documents by established categories; maintain manuals, books of procedure, and bulletins.

Greet the public and direct to proper offices; answer questions; interpret and advise staff and public on rules, regulations, and procedures; receive and resolve complaints; arrange appointments, interview callers, and prospective employees.

Answer phone calls; make phone calls for the department heads and the departments.

Compose and type narratives, form letters, and other reports; compose letters, tables, reports, forms, memoranda, and other materials from copy, rough drafts, and detailed instructions; assist in the preparation of forms and statements and process confidential matters; transcribe correspondence and other materials; proofread material for accuracy.

Prepare documents for the departments and faculty in a timely manner.

Operate computer terminal, word processing equipment, calculating machine, posting machine, sorter, reproduction machines, typewriter, and other office machines to enter data, inquire for information, and perform complex typing duties.

Check and analyze complex documents and statistical information for completeness, accuracy, and proper coding according to standard procedures and ensuring compliance with applicable rules and regulations.

Maintain attendance, personnel, time, payroll, inventory, accounting, financial, cost and/or other operating records where technical knowledge of established policies and procedures is required; maintain confidential records and/or documents.

Compile, set up, and type reports, special studies, work sheets and statistical reports and tables; attend and keep records of meetings, conferences, and proceedings; transmit assignments to staff; coordinate with departmental representatives in collecting and disseminating information.

Order supplies and catering for the departments, faculty, student clubs and students.

Attend training as assigned and implement new procedures as required.

Create and maintain student records employing knowledge of in-house and on-line registration systems, and perform necessary tasks to insure students successfully pass from admission, through classes, and culminating in graduation.

Prepare personnel documents, faculty rosters, accreditation documents, consulting contracts, vitae/resumes for the faculty and staff; enter biweekly, semi-monthly, and monthly payroll information for the faculty and staff into the payroll system.

Prepare, type and pay all financial requests, vouchers, and reports for the departments; navigate and interpret university financial records system to monitor departmental expenditures; maintain spreadsheet of departmental expenditures.

Configure and type semester schedules of classes, class syllabi, and yearly assessment records; collate and type semester schedule information for the departments.

Enter semester schedules of classes in Banner for the departments and make changes to the semester schedules when directed.

Collect, type and maintain the booklist information and coordinate this with the bookstore. Order books for the departments and faculty.

Type correspondence, tests, and reports; file, copy, fax documents; answer phones, relay information to callers, and assemble mail-outs for potential students; purchase and maintain office supplies and equipment.

Coordinate and type accreditation documentations for the departments; maintain departmental websites; design and print brochures, certificates, and newsletters; revise and print curriculum worksheets; plan and facilitate special events.

Work collaborative with other faculty and staff at Auburn University at Montgomery.

Perform other duties as assigned.

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
Knowledge of assigned department forms, rules, etc.
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

Minimum Qualifications:

High school diploma or equivalent and two (2) years clerical/administrative experience. Additional relevant education may be substituted for experience requirement.

The successful candidate will provide administrative support for the department of Criminal Justice and the department of Criminal Justice and the department of Economics.

Job Open Date: 10/19/2020 This posting will remain open until closed: Yes Job Close Date: Salary Band: 103 Special Instructions to Applicants:

Auburn University at Montgomery reserves the right once interviewing has begun to stop accepting applications.

About the University/College

Located in Alabama’s vibrant state capital, Auburn University at Montgomery is a fast-growing university on the rise. Don’t just take our word for it: The Princeton Review rates us as one of the best colleges in the Southeast, while U.S. News & World Report recently ranked us No. 22 among regional universities in the South for the quality of undergraduate teaching and 38th among all public institutions in the region.

Auburn University at Montgomery is an equal opportunity employer committed to excellence through diversity; therefore, we encourage applications from historically underrepresented groups, veterans, and individuals with disabilities. Additionally, the safety and security of our campus community is a top priority. All employees at AUM are considered to be Responsible Employees and have the duty to immediately report information that has the potential to adversely impact safety or wellness on our campus

Quick Link http://www.jobs.aum.edu/postings/4411 Position Profile Link Applicant Documents
Required Documents
  1. Resume
  2. Cover Letter
  3. Professional Reference Sheet
Optional Documents Posting Specific Questions

Required fields are indicated with an asterisk (*).



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