Job Details

Administrative Associate II

Serves as the public-facing representative of the division while performing administrative support work under general supervision. The Administrative Associate II provides assistance to accreditation processes, faculty, students, prospective students, and Title IV-E within the division. The role combines general administrative duties with specialized responsibilities supporting accredited programs, faculty, the Title IV-E program.

Salary information: The expected salary range for this position is $14.42-$18.20 an hour.

Essential Duties & Responsibilities:

• Serves as the primary point of contact and representative of the division for students and prospective students
• Greets visitors, answers and screens calls, provides information and referrals, and schedules appointments
• Receives, sorts, and routes mail and performs other mail services
• Applies, interprets, and communicates policies and procedures, serving as a resource for answering questions
• Processes and maintains the documents and reports for the Title IV-E program
• Supports faculty with Emburse procedures and reports
• Performs data entry and retrieval and maintains data files
• Makes arrangements for meetings, appointments, conferences, and travel including reserving university spaces
• Plans and coordinates events for students and stakeholders, including securing locations, arranging catering, preparing materials, and managing logistics
• Assists with coordinating guest speakers and presenters for program events
• Processes purchase orders, obtains and compares bids for goods and services, and manages procurement procedures
• Maintains office supplies, equipment, and reference materials (including online resources)
• May deliver, pick up, or receive cash payments, documents, supplies, equipment, or materials
• Participates in online and in-person meetings as directed
• Assists with inventory as directed
• Takes minutes for the quarterly Advisory Board meetings
• This document represents the major duties, responsibilities, and authorities of this job, and is not intended to be a complete list of all tasks and functions. Other duties may be assigned.

Knowledge, Skills & Abilities:

Minimum Qualifications:

• High school diploma or equivalent combination of education and experience
• Two years of related experience
• Knowledge of word processing, spreadsheet, and database applications
• Ability to multitask and work cooperatively with others
• Effective verbal and written communication skills

Preferred Qualifications:

• Knowledge of State, and Federal laws, regulations, and policies, including FERPA
• Experience with DocuSign, PDF formats, and video conferencing applications
• Familiarity with general office equipment
• Experience with Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook
• Effective interpersonal skills
• Accurate keyboarding ability
• Organizational and decision-making skills (demonstrated ability to think critically)

Other Requirements:

• Ability to occasionally work beyond normal office hours.
• Ability to maintain confidentiality.

Supervision of Personnel:

This position generally does not supervise employees.