Administrative Associate I

Performs a higher level of a variety of complex and administrative duties in an office environment that supports the overall function of the office. Provides administrative support to department, school, or college and may act as the key administrative support person for the unit. May provide oversight of student and temporary employees. Involves the exercise of independent judgment and discretion about matters of significance.

Department and Chair Support

Oversees and coordinates administrative operations for the Department of Chemistry. This includes general administrative support to the Department Chair such as calendar and appointment management, managing departmental office activities, being the first point of contact for internal and external visitors and callers including directing them to the appropriate person/department, procedural information, or meeting location. Manages and maintains departmental records, key access, key inventory, and key requests, assists with surplus orders, work orders, and IT tickets.

Coordinates departmental financial and procurement activities, including processing invoices and payments, follow-up on back-orders, creating purchase orders for departmental expenses, processing revenue checks, and assisting with monitoring departmental budget accounts. Prepares and processes Request for Payment contracts and other applicable payment documentation for temporary employees, individual contractors, extra compensation, faculty extra compensation, part-time faculty contracts, and faculty and staff travel reimbursements.

Provides coordination and operational support for Department of Chemistry events and website maintenance. Event support includes assistance with securing on- and off-campus event spaces, coordinating catering, supporting even logistics, and providing significant on-site event support. Website maintenance support includes working with College of Arts and Sciences web design staff to maintain and update the Department of Chemistry website with input from the Chair, Faculty, and Staff.

Department Graduate Coordinator Support

Provides operational assistant to the Graduate Coordinator that includes maintaining admissions portal information, communications with graduate applicants that includes initial applicant welcomes, missing items follow up, and acceptance letters.

Assists graduate coordinator with ensuring graduate students have been advised, cleared for registration, registered for classes, and inputs GA Contracts for approval by business officer with input from graduate coordinator and department chair.

Bachelor’s Degree in relevant area and two years of appropriate experience. Relevant experience may substitute for required education.

Working Conditions

• While performing the duties of this job, the employee is regularly required to sit, use hands to handle or feel, and talk or hear. 

• The employee frequently is required to walk. 

• The employee is occasionally required to stand, reach with hands and arms, and stoop, kneel, or crouch. 

• The employee must occasionally lift and/or move up to 10 pounds. 

• Specific vision abilities required by this job include close vision. 

Applicants must be authorized to work in the U.S. We are unable to sponsor or take over sponsorship of an employment visa at this time.