Administrative Associate

Position Information

Position Information

Vacancy Number: S-00943 Position Title: Administrative Associate Classification Title: Administrative Associate Department: Biology and Environmental Science Employment Type: Full-Time Duties and Responsibilities:
The Biology and Environmental Science Department is accepting applications for the Administrative Associate position. The qualified candidate selected for this position will be expected to perform in the following capacities:

Banner Finance/HR/Student

• Works with the Department Head to build a schedule each semester
• Enters the schedule into Student Banner
• Adjusts and Changes the schedule
• Liaise with Registrar’s Office when discrepancies are noted
• Meets with Banner Administer each semester concerning schedule building

Budget Monitoring

• Liaise with IT or Financial Services to purchase research, teaching, and office related equipment for Department
• Provide budget status reports to faculty and department head as requested
• Assist faculty to prepare the correct documents to request approval to travel.
• Submit travel receipts and documents for faculty reimbursement through the travel voucher system.
• Each Pay period, check that student and contract workers were paid correctly. If not, notify payroll.
• Assist the department head to monitor budget funds

Kronos

• Liaise with HR/Payroll to complete the hiring and termination processes for each worker.
• Pull Labor Distribution reports to verify correct payroll
• Upload documents to SharePoint and Xtender, Mdrive, and other locations

Sharepoint

• Collect Departmental Syllabi each semester and post to SharePoint
• Post all hiring documents to SharePoint each semester

Departmental Associate

• Assesses student needs and directs them to appropriate advisors, faculty, staff and support offices on campus
• Send out faculty reminder emails based on academic calendar: days to add classes, days to drop, when mid and final grades are due, when graduation worksheets due, commencement, etc.
• Answer new faculty/staff questions. Provide guidance.
• Disseminates via email important University information to Department members

Duties and Responsibilities include:

• Assist a supervisor 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.
• Receive, open, sort, and distribute mail and other correspondence.
• 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 and give non-technical information; interpret and advise staff and public on rules, regulations, and procedures; receive and resolve complaints; arrange appointments, interview callers, and prospective employees.
• 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.
• Operate computer terminal, word processing equipment, reproduction machines, 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.

Knowledge, Skills, and Abilities:

• Knowledge of basic word processing software and the ability to operate standard PC/PC software applications
• Knowledge of applicable university policies and procedures Knowledge of general office procedures
• Knowledge of assigned department forms, rules, etc. Interpersonal skills
• Analytical skills
• Oral and written communication 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 coordinate the work of others
• Analytical skills

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: 09/28/2022 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. We are committed to build and sustain an inclusive and equitable working and learning environment for all students, staff, and faculty. We believe every member on our team enriches our diversity by exposing us to a broad range of ways to understand and engage with the world, identify challenges, and to discover, design, and deliver solutions. Prospective candidates will help further the institutional goals of promoting equity, diversity, and inclusivity.

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/5723 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 (*).