Administrative Associate

Position Information

Position Information

Vacancy Number: S-00916 Position Title: Administrative Associate Classification Title: Administrative Associate Department: Computer Science and Computer Information Systems Employment Type: Full-Time 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
• 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. Job Open Date: 07/07/2022 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.

Auburn University at Montgomery is committed to keeping its campus community safe and will follow applicable local, state and federal guidelines and regulations regarding COVID -19 policies and protocols. Quick Link https://www.jobs.aum.edu/postings/5578 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 (*).