Administrative Support Associate

Position Summary

This position is responsible for managing the daily operations of the Political Science Department. This includes responsibility for personnel and financial management, course scheduling, event planning, generation of reports, maintaining records for graduate admissions and MPA student progress, and supervision of student workers as well as assisting faculty in grant administration, travel procedures, and reimbursement.

Minimum Qualifications

HIGH SCHOOL DIPLOMA OR EQUIVALENCY; OR DEMONSTRATED POSSESSION OF THE COMPETENCIES NECESSARY TO PERFORM THE WORK.

Preferred Qualifications

• Experience working in a university setting; prior budget, accounting and purchasing experience.

Recruitment Range

$42,000 - $44,015

Key Responsibility: Budget/Financial Management

• Manage all aspects of departmental funds.
• Maintain and reconcile P-card activity.
• Process reimbursement and faculty travel.
• Develop financial reports for use in decision making by department head.
• Realign departmental budgets as needed for changing priorities and expenditures.
• Processing all accounts payable and accounts receivable for the department. Transfer funds between accounts as needed.
• Place purchase orders and supply orders through SpartanMart.

Key Responsibility: Personnel Management

• Manage Faculty Personnel Budget; process personnel paperwork.
• Manage Graduate Assistantship Personnel Budget; process hiring paperwork.
• Create and maintain spreadsheet to manage in-state and out-of-state tuition waivers.
• Be aware of and apply university personnel policies.
• Manage departmental searches utilizing SpartanTalent; prepare candidate interview schedules, prepare hiring paperwork.

Key Responsibility: Record keeping and reporting

• Assist in preparation of evaluation materials (promotion and tenure, reappointment, post tenure and annual reviews).
• Assists Department Head, MPA Director and Undergraduate Studies Director with compiling and assembling reports.
• Assist with scholarship applications and awards.
• Maintain department and graduate program records.

Key Responsibility: Event Planning

• Manage room reservations, catering, announcements, programs, and travel and lodging for guest speakers for department events and graduation.

Key Responsibility: Departmental Support

• Assemble & upload course schedules.
• Train and supervise student employees.
• Create flyers and announcements.
• Customer service.
• Maintain communication lists.