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Offer: Administrative Associate II:University of MemphisJob description:Administrative Associate II
Posting DetailsPosting InformationPosting Number: SAECC3731 Advertised Title: Administrative Associate II Campus Job location: Main Campus (Memphis, TN) Position Number: 012635 Job Category: Staff (Hourly/Monthly) Department: Electrical Computer Engineering Minimum Position Appropriate qualifications: Bachelor's degree and two (2) years of administrative office practice. significant practice may substitute for the required education. Special Conditions: This is a readvertisement. Current candidates do not need to reapply. Review of applications will begin immediately. First consideration will be given to current University of Memphis employees. Work Schedule: Monday - Friday 8:00 a.m. - 4:30 p.m. May need to work/travel beyond normal work schedule. Posting Date: 05/02/2024 Closing Date: 05/09/2024 Open Until Screening Begins: Yes Hiring Range: $50,000 - $51,500 per year Full-Time/Part-Time: Full-Time: Benefits Eligible Working Conditions: While performing the tasks of this job, the employee is regularly required to sit; use hands to handle, or feel; and talk or hear. The employee frequently is required to stand, walk, and reach with hands and arms. The employee is occasionally required to stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision. Additional Working Conditions: Special Instructions to candidates: All applications must be submitted online at workforum.memphis.edu. candidates must complete all applicable sections of the online application to be considered for a position. Please upload a cover letter, resume, and reference list after completing your application, if required by the system. Required work practice is located on full time hours. Part time work practice will be prorated as listed. Candidates who are called for an interview must notify the Department of Human Resources in writing of any reasonable accommodation needed prior to the date of the interview. Is this posting for UofM employees only?: No Positions Supervised: May supervise student workers and/or graduate adjuncts. expertise, expertise, and Abilities: - expertise of Banner or other ERP systems - Skilled in managing different budget types such as grants and reporting. - capability to implement and develop internal office procedures to ensure the office is run with efficiency in conjunction with institutional policies and procedures. - capability to coordinate and maintain the calendar for the office. - expertise of office systems including Microsoft Office Suite products (Excel, Word, PowerPoint, Outlook, etc.). - capability to work with a diverse group of faculty, staff and students and communicate effectively with all levels. Additional Position Information: Benefits of Employment (Applies to full-time, non-police employees only): Job tasks tasks & Job responsibilities: Financial Management (not grant/contract related): Prepares and reviews financial documents; manages operating budgets: department accounts, revenue accounts, grant accounts; utilizes Banner Self Services, Banner Admin Pages, Banner E-print, OnBase, and TigerBuy systems; monitors foundation accounts; reviews forms for compliance. Investigates and resolve any accounting discrepancies; controls expenditures in conformity with department goals, objectives, and budget. Evaluate and recommend or implement improvements in cost control practices; analyzes and interpret financial data and other information. Monitor and maintain inventory of supplies, reordering as necessary. Responds to inquiries from outside the department; conduct research as necessary and compose appropriate responses. Assists in preparing the budget by forecasting the Department's operating requirements, monitors expenses, prepares forms and documentation for expenditures, and prepares any necessary related reports. tasks & Job responsibilities: Administrative/Clerical Support: Order supplies using TigerBuy system; submits monthly copier meter readings; collect and distribute mail. Maintain key inventory by ordering keys using WORQ system, issuing keys to personnel and collecting keys upon personnel departure. Maintain manager's calendar; scheduled meetings and events by making reservation/rental/audiovisual/catering arrangements. Record, prepare, and distribute departmental meeting minutes. reserves space using the EMS system; utilizes WorkForum system: position management and Applicant Tracking Sections. Records maintenance for all faculty, student, and employee files. Records maintenance for Accreditation Board of Engineering and Technology files. Helps prepare communication documents or newsletters. Makes travel arrangements for faculty, student, and visitors and creates travel POs. Coordinates hiring student worker employees, interviews candidates, arranges work schedules, and supervises their work. Prepares documents for domestic and non-domestic employees and students. Writes and edits publications and coordinates activities for printed materials. tasks & Job responsibilities: Human Resource (non-faculty): Enters WorkForum actions; Utilizes Banner Admin Pages for HR matters; prepares appointment forms for non-faculty employees; Assists manager with or organizes non-faculty searches. Enters graduate adjunct e-contracts; acexpertises timesheets and leave reports; prepares personnel forms for payroll, recruiting, and new hire actions. Advises staff on financial, technical, and operational matters. Instructs and orients new members of staff, faculty, or administration. tasks & Job responsibilities: Faculty Admin Services (faculty): Enters WorkForum actions; composes candidate schedules from arrival to part-time instruction appointment paperwork. Prepares documents for domestic and non-domestic employees and students. Ensures completion of all documentation and collection of all documents. tasks & Job responsibilities: Faculty Support: Prepares documents for domestic and non-domestic employers and students. Makes faculty travel arrangements; prepares travel purchase orders; prepares travel claims. Prepares cash reimbursement requests; prepares meal reimbursement requests. Copies, prints, and distributes class materials. Prepares faculty summer compensation e-Contracts. Assists in the Tenure & Promotion process. Provides guidance in the adherence of University, State, and Federal policies and regulations. Assists with effort certification as needed. tasks & Job responsibilities: Academic Program Support: Assists with class schedule; enters course schedule in Banner and submits work orders to the registrar for course schedule changes and course section creation. Verifies course enrollment and prepares reports for the Department chair. Assists Graduate Coordinator with a collection of assessment rubrics for SACS accreditation. Prepares graduate student financial support letters. Completes student information surveys from NIH, ASEE, IEEE etc. tasks & Job responsibilities: Student Support: Monitors undergraduate and graduate student semester registration. Monitors graduation progress for undergraduate and graduate students. Counsel students on courses and credit hours and requests course section generation. Issues permits for registration using Banner system. Supports undergraduate and graduate students. Prepares graduate adjunct E-Contracts. tasks & Job responsibilities: Technology Management: Graduate Admissions database; assists Graduate Coordinator in admitting Graduate Students using the WebAdmit system at Department Level. Maintains updated e-mail addresses list for department students each semester to send out information as needed. Prepares surveys; gathers data from OIR and other sources and analyzes data. Maintains alumni database. Assists with social media and department website. tasks & Job responsibilities: Grant/Contracts Financial Management: Assists grant or contract submissions, data, and budgets. Provide assistance or training to faculty and staff; prepares cost transfers. Monitors expenses for extraordinary circumstances. Manages and monitors grant budgets utilizing Banner and Researcher Dashboard systems. Monitors personnel splits and grant recovery; monitors IDCR. Requests and coordinates advance accounts and cost share accounts as needed. Analyzes and interprets financial data and other information. tasks & Job responsibilities: Grant/Contract Compliance: Monitors and ensures compliance to federal, state, and other regulations. Assists in the development and implementation of internal operating procedures, enforces rules and regulations, and ensures the smooth flow of operations. Reviews internal policies and operating procedures and makes recommendations for improvements. tasks & Job responsibilities: Special Events: Make arrangements for the departmental annual poster competition, conferences, seminars, and external speakers including registration, catering, space requirements, travel, honorarium payments, and event advertisements; responds to inquiries from outside the department; conduct research as necessary and compose an appropriate response. tasks & Job responsibilities: Responds to inquiries from internal and external customers; conduct research as necessary and compose an appropriate response. Serves as an information resource to internal staff and outside departments; provides advice and counsel; assists faculty, staff, and students with complex inquiries, problems or projects that require independent judgment and interpretation of policies and procedures. Assists in the development and implementation of internal operating procedures, enforces rules and regulations, and ensures the smooth flow of operations; takes corrective action when needed. tasks & Job responsibilities: Other tasks as assigned. Supplemental QuestionsRequired fields are indicated with an asterisk (*).* Are you a current University of Memphis Employee? » YES - Full time/part time (benefits eligible) » YES - Part Time (non benefits eligible) » YES - Temporary Employee » YES - Graduate adjunct/Student Worker » NO * Describe your practice using the Banner Student model. (Open Ended Question) * Describe your practice using the Banner Finance system, including budgeting, grants, as well as faculty contracts. (Open Ended Question) Applicant DocumentsRequired Documents» Resume » Cover Letter Optional Documents » References List Skills:
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