Administrative Associate -EVC Finance and Operations

Market Range: 08

JOB SUMMARY/ESSENTIAL JOB FUNCTIONS: The Administrative Associate 4 works in the Shared Services area of the Operations and Finance division of the Executive Vice Chancellor (EVC). Along with other key staff members, this position handles and coordinates the clerical, administrative and logistical activities for the following offices: Safety Affairs, Space Planning & Utilization, ITS, Access & Compliance, Human Resources, Contracts, Centralized Business Office, Campus Police, Financial Planning and Financial Budget, Fiscal Operations and Financial Strategy.

DUTIES AND RESPONSIBILITIES :

1. Provides clerical and administrative support to all areas reporting to the EVC for finance and operations.
2. Coordinates electronic scheduling of conference rooms; readies conference rooms for meetings by establishing Zoom and conference calls; schedules meetings, appointments, and maintains calendars.
3. Coordinates flow of documents and ensures efficient processing and timely dissemination.
4. Oversees the travel and entertainment arrangements for designated persons in EVC areas and official guests; coordinates with travel agencies to reserve plane flights, hotel rooms and rental cars.
5. Attends unit meetings, compiles minutes, creates priority steps, and provides feedback and reminders to attendees.
6. Oversees maintenance and repair needs of offices; enters work requests in Archibus and provides oversight of pending projects.
7. Maintains various databases for the unit office (computers, space inventory); tracks locations of all computers both in the office and those checked out for home use.
8. Reviews financial information and creates spreadsheets for tracking unit financial information.
9. Publishes the "Bottom Line" Newsletter.
10. Provides administrative assistance for special or ongoing projects.
11. Performs other duties as assigned.