Administrative Associate, Dean's Office, Gary W. Rollins College of Business
Job Description
The Administrative Associate provides critical organizational and operational support to the Dean's Office and serves as a key first point of contact for visitors, faculty, staff, and community partners. This role supports a wide range of financial, human resources, and administrative functions, ensuring the efficient daily operations of the College of Business.
The position plays an essential role in maintaining office operations, coordinating projects and events, supporting leadership, and ensuring compliance with university policies and procedures.
Responsibilities
Financial & Operational Support
- Processes invoices, reimbursements, procurement card transactions, and travel expenses
- Prepares contracts, purchase orders, requisitions, and related payments
- Monitors budgets and reconciles departmental ledgers, payroll, and financial reports
- Maintains financial records in accordance with university and regulatory guidelines
Dean's Office & Leadership Support
- Provides direct administrative support to Associate Deans
- Manages calendars, coordinates meetings, and prepares meeting materials
- Assists with travel arrangements and expense reporting
- Supports student organizations, course scheduling, and committee coordination
Human Resources Support
- Maintains personnel and payroll records in compliance with policies
- Processes new hire documentation for student workers
- Enters and reconciles time sheets and payroll data
- Generates and reviews payroll reports
Scheduling & Event Coordination
- Coordinates meetings, events, and room reservations
- Manages conference room scheduling and logistics
- Supports special projects and college-wide initiatives
Administrative & Customer Service Support
- Serves as the front-line contact for the Dean's Office
- Greets and assists visitors and stakeholders
- Maintains office supplies and manages inventory
- Performs general clerical and administrative duties
Knowledge, Skills, and Abilities
- Strong written and verbal communication skills
- Excellent customer service and interpersonal skills
- Proficiency in Microsoft Office and ability to learn new systems
- Basic financial and budget management skills
- Strong attention to detail and organizational ability
- Ability to prioritize tasks, multitask, and work independently
- Ability to collaborate effectively with individuals at all levels
Qualifications
Required
- High school diploma or GED
- Minimum of three (3) years of experience in an office environment
Preferred
- Five (5) years of experience in an office environment
- Experience with systems such as DASH (Oracle) or Banner
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