"Administrative Associate II"

General Requirements:

Associates degree in related field. Three years relevant administrative assistant experience or experience in a related field. A combination of education, experience, and training that would produce the required knowledge and abilities could be considered.

Nature & Purpose of Position/Usual Duties:

Performs a variety of advanced administrative duties for the Dean, Senior Associate Dean and Executive Assistant to the Dean within the College of Criminal Justice (COCJ) Dean's Office.

Primary Responsibilities (Staff Positions Only):

The Administrative Associate provides advanced, high-level support to ensure the seamless operation of the COCJ Dean's Office. This role serves as a primary point of contact for the college, managing executive logistics, financial processes, and office administration.

Executive Support & Coordination

• Calendar Management: Coordinates and manages complex schedules, appointments, and daily activities for the Dean and Senior Associate Dean.
• Communications: Prepares, reviews, and distributes routine and special correspondence, reports, and official documents.
• Meeting Logistics: Attends leadership meetings, records detailed minutes, and tracks follow-up actions, as needed.
• Information Hub: Serves as the primary point of contact for internal and external guests; manages phone inquiries and provides accurate departmental information. Handles sensitive and confidential information with a high degree of discretion and judgment. Coordinates with various university offices to support the Dean's Office operations.

Operations & Team Leadership

• Records Management: Maintains organized filing systems and update the faculty/staff directory.
• Event Planning: Assists in the coordination and execution of college-wide special events and programs, as needed.

Financial & Travel Administration

• Procurement: Manages all Dean's Office purchasing, handles P-Card transactions, and monitors expenses for budget compliance.
• Travel Coordination: Oversees all aspects of travel arrangements for the Dean's Office.
• Inventory: Orders and maintains a consistent inventory of office supplies.

Qualifications & Skills

• Ability to interpret and apply complex institutional policies and procedures.
• Strong data management skills (compiling, tracking, and reviewing reports).
• High level of discretion and professionalism in a fast-paced academic environment.
• Performs other related duties as assigned.