Administrative Associate I

Job Details

Requisition: 202600170S

Title: Administrative Associate I

FLSA status: Non-Exempt

Hiring Salary: This position is a pay grade 05. Please see Pay Grade Table at: https://pa-hrsuite-production.s3.amazonaws.com/116/docs/550174.pdf.

Occupational Category: Technical/Para-Professional

Department: Dept of Art

Division: Division of Academic Affairs

Open Date: 06/09/2026

Open Until Filled: Yes

Educational and Experience Requirement

Associate’s degree in a related field. Bachelor’s degree preferred. Two years relevant administrative support experience, preferably in higher education or in an area involving budget, purchasing, travel, or business operations. A combination of education, experience, and training that would produce the required knowledge and abilities may be considered.

Nature & Purpose of Position

Performs administrative support duties for the Department of Art including budget support, purchasing, travel, scholarship coordination, and general office administration.

Primary Responsibilities

Performs administrative assistant duties. Coordinates departmental purchasing, including processing purchase requisitions, payments, reimbursements and related transactions in alignment with university policies. Maintains accurate procurement records, organizes documentation, and provides guidance to faculty, staff and students on departmental and university purchasing procedures. Maintains office supply inventory and assists with tracking equipment, keys, and other departmental resources. Processes travel requests, pre-approvals, reconciliations, expense reports, reimbursements, and associated documentation, ensuring compliance with university travel policies. Provides procedural guidance and support to faculty, staff, and students regarding travel requirements, deadlines, and documentation. Maintains departmental budget records, monitors balances and expenditures, and assists department by preparing routine and budget reports. Compiles and reviews financial data and ensure proper record keeping for budget, purchasing, travel and other administrative operations. Utilizes financial systems (COGNOS, Banner) to track transactions, verify accuracy, and ensure adherence to university policies. Coordinates departmental scholarship administration in collaboration with Financial Aid, Dean’s office and University Advancement. Tracks scholarship allocations, awards, and expenditures to ensure accurate distribution and compliance with university guidelines and donor intent. Maintains scholarship budget records and prepares reports, summaries for faculty and department. Provides front office support by responding to phone, email, and in-person inquiries, directing visitors appropriately, and assisting with general departmental communication and service needs. Schedules meetings, appointments, and departmental activities as needed. Assists with the coordination of departmental meetings and events by reserving space, preparing materials, coordinating logistics, and providing administrative support as needed. May provide direction to student workers in support of office operations. Attends meetings, takes notes, and prepares meeting materials or minutes as needed. Performs other related duties as assigned.

Other Specifications

Requires knowledge of standard office practices, administrative procedures, and general business operations. Must have working knowledge of budgeting, purchasing, travel processing, and recordkeeping, as well as the ability to use standard office software and university financial and administrative systems. Must be able to interpret and apply policies, maintain accurate records, manage multiple priorities, and exercise sound judgment in routine decision‑making. Strong communication, organizational skills, customer service, and attention to detail are essential.