"Administrative Support Associate"

The primary purpose of this position is to provide administrative support to the chairpersons, faculty, staff, and students of the academic departments in the College of Arts, Sciences, and Education (CASE). The administrative support associate will assist with maintaining the chairs’ calendars, scheduling appointments, maintaining faculty records, and locating and assembling information for various reports and meetings. The incumbent will assist with the preparation of course schedules for the departments. This position will assist with transitioning current and prospective students into the academic departments and collaborate with faculty on student recruitment and retention efforts. The incumbent will resolve routine problems related to office management and communicate with faculty, staff, and students to complete tasks. The incumbent will be exposed to sensitive information and materials and must possess the ability to keep these matters strictly confidential.

The administrative support associate will monitor and reconcile the various budgets for the Departments, to include maintaining historical documentation of budgets and financial issues and processing transactions through the university’s requisition system and Banner database. The incumbent will compose letters, memos, and emails to faculty, staff, and other parties, using correct grammar, organization, and structure, and will keep accurate minutes of monthly department faculty meetings. The incumbent will handle the departments’ incoming and outgoing mail and packages, order office supplies, and run departmental errands as needed.

Communication – Verbal

• Serve as a point of contact for each department.
• Apply knowledge of the departments’ programs, policies, and procedures to communicate information to faculty and students.
• Demonstrate the ability to work with confidential and sensitive information.

Communication – Written

• Use several software programs, information systems, and office equipment to access, input, and verify standard information.
• Compose letters, memos, newsletters, event flyers, and reports with limited supervision.
• Respond to inquiries, which require written explanation or interpretation of established departmental policies, procedures, and programs.
• Respond to inquiries from prospective students and provides current program information.
• Assist with the department’s online presence, including social media and website updates.

Knowledge – Professional

• Provide administrative support to the department (faculty, students, staff, and visitors).
• Maintain the chairs’ calendars, schedule appointments, and locate and assemble information for various reports and meetings.
• Coordinate logistics for departmental meetings, student engagement activities, and other activities as needed.
• Handle incoming and outgoing mail and packages, order office supplies, and run departmental errands as needed.
• Assist with faculty onboarding and support departmental hiring processes.

Knowledge – Program

• Assist with the preparation of courses schedules.
• Be familiar with the university catalog, student handbook, and other department and university policies and procedures.
• Provide academic advising support to undergraduate students to assist with registration, which includes communicating with and referring to student to various university offices (e.g., registrar, tutoring, etc.).
• Apply knowledge of the programs to solve problems and respond to questions and inquiries.

Budgeting

• Exercise responsibility for administering the budget, which includes making recommendations regarding the use and distribution of funds.

Information/Records Administration

• Utilize, reconcile, and manipulate data for management reports from different internal and external sources.
• Apply an understanding of the information to extrapolate key data elements.
• Maintain accurate student and faculty records.

Office Technology

• Utilize office equipment and other relevant technology (e.g., Microsoft Office Software – MSWord, MS Excel, MS Publisher, MS PowerPoint, MS Outlook)
• Knowledge of the BANNER system for course entry, faculty course assignment, budget inquiry.
• Utilize personnel management applications, including People Admin software.
• Use of purchasing software (SU Express), Purchase Card and Travel card.
• Student data reports using WebFocus.
• Adobe Creative Cloud to create documents.

Primary Function of Organizational Unit

The academic departments in the College of Arts, Sciences, and Education are made of disciplines in Arts & Humanities, Sciences, Social & Behavioral Sciences, and Education. They are a dynamic group of faculty and staff working collaboratively to provide high-quality undergraduate and graduation education and mentorship to our students. The Departments believe strongly in the individual worth of every student; thus, the first priority of the faculty is to deliver high quality instruction to the students, in every course, every day in a student-centered environment. The faculty is also a diverse group of respected and active scholars in their field and mentor students in research projects.

Position Information

• Position Number: NSF110
• Working Position Title: Administrative Support Associate
• Temporary Job Type: Non Student
• Approved Competency Level: Contributing
• Building and Room No.: Carolina Hall 148, Hall Patterson 314, Elva Jones Computer Science Building 3207, WB Atkinson Science Building 307
• Work Hours: Mon-Fri, 8:00 am - 5:00 pm
• Hours per week: 40
• Months per year: 11
• Appointment Type: Temporary
• If Time Limited: Yes
• Appointment Length: 11 months
• FTE: 1

Requirements and Preferences

• Position required to work during periods of adverse weather or other emergencies: No
• Minimum Experience/Education: High School Diploma or equivalency or demonstrated possession of the competencies necessary to perform the work.
• Preferred Years Experience, Skills, Training, Education: (Not specified in detail)
• Required License or Certification: None specified
• Valid US Driver's License: No
• Commercial Driver's License Required: No
• Physical Required: No
• List any other medical/drug tests required: None
• Posting Details: Posting Number: TEMP00397P, Number of Vacancies: 4, Internal Posting Only: No, Position Type: Temporary, Time Limited Position: Yes, Appointment Length: 11 months, Salary: $40,000, Open Date: 09/05/2025, Close Date: (Not specified), Open Until Filled: Yes
• Special Instructions Summary: Please Note: A criminal background check will be conducted on candidate finalist prior to the offer of employment. If no applicants apply who meet the required competency and T&E requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations. Resumes will not be accepted in lieu of completing an electronic application. The application must be completed in full detail (including work history) for your qualifications to be considered. Failure to complete the application completely may result in you not being considered for the vacant position. Your application for the position will not be complete until you receive an online confirmation number at the end of the process of applying for a position.
• Supplemental Questions: (Various, but not detailed here)
• Applicant Document: Required Documents: Resume, Cover Letter; Optional Documents: Transcripts, Unofficial Transcripts, Letter of Reference 1, Letter of Reference 2, Letter of Reference 3