Administrative Assistant

Job Details

Administrative Assistant
Department: Learning, Teaching, and Curriculum - 260050
Minimum Qualifications
Graduation from high school and one year of related office experience; or an equivalent combination of education and experience.
Diplomas or degrees must be received from appropriately accredited institutions.
License/Certification Required
Essential Job Functions
The Administrative Support Specialist provides comprehensive administrative and financial support to the department, with primary responsibility for budget management, purchasing, personnel support, and faculty services. This position reports to the Department Chair and plays a critical role in ensuring the department's financial integrity, compliance, and day-to-day operational efficiency. Financial and Budget Management

• Monitor, manage, and reconcile multiple departmental budgets, including state funds, special funds, and grants
• Ensure proper use, documentation, and reporting of expenditures in compliance with all applicable policies and procedures
• Collect financial data and prepare reports detailing the department's financial status
• Communicate financial information clearly, both verbally and in writing, to faculty, staff, and leadership
• Reconcile all departmental budgets monthly and maintain detailed reconciliation records on file
• Report budget status regularly to the Department Chair

Purchasing and Procurement

• Serve as the department's purchasing agent
• Complete P-Card reconciliation, electronic requisitions, and procurements
• Ensure faculty and staff are supplied with needed office materials
• Collaborate with the department's co-specialist to maintain educational supplies, materials, and equipment essential to departmental operations and programs

Personnel and Payroll Support

• Assist the Assistant Chair with hiring and assignment of:
  • Graduate Assistants
  • Work-study students
  • Student temporary employees
• Prepare and process all required employment documentation
• Manage payroll for students and staff
• Maintain confidential faculty personnel files for tenure-track and adjunct faculty, including:
  • Appointment files
  • Promotion and tenure documentation
  • Other confidential departmental records

Compliance and Search Support

• Establish and maintain files for faculty and staff search candidates in accordance with EOEC regulations and university compliance procedures

Travel and Expense Processing

• Process travel and general expense reimbursements for approximately 40 faculty members, students, and adjuncts
• Support reimbursement for educational, training, and professional development activities
• Train and educate faculty on proper use of travel forms and policies related to travel expenses

Additional Responsibilities

• Serve primarily as a faculty support position
• Perform additional duties and special projects as assigned by the Department Chair

Knowledge, Skills, & Abilities Required for this Position

• Knowledge of Banner Finance, Microsoft, Drupal ( web content management), YoMart systems is preferable or the capacity to learn.
• Competence and experience in budget management.
• Possess excellent written and verbal communication skills.
• Ability to operate under pressure and deliver time-sensitive materials effectively.
• Must be highly organized and detail-oriented, working with large data sets.
• Must be able to work independently and proficiently.
• Ability to work collaboratively and contribute to a varied, complex and professional academic department.

Preferred Qualifications

• Experience working in a university environment;
• Two years of accounts payable, purchasing, and/or bookkeeping experience,
• Familiarity with Banner Finance, P-Card, and Payroll.

Work Schedule/Hours: Mon-Fri, 8:00am-5:00pm
Anticipated Hiring Range: $41,167-$46,643
Closing Date: 5/20/2026