Administrative Associate I

Posting Details

Posting Information

Posting Number HMAE1475
Advertised Title Administrative Associate I
Campus Location Main Campus (Memphis, TN)
Position Number 012635
Category Staff (Hourly/Monthly)
Department Electrical Computer Engineering
Minimum Position Qualifications

Bachelor’s degree and two years of administrative office experience. Relevant experience may substitute for required education.

Special Conditions

The department is especially interested in candidates with Banner Finance and HR system knowledge.

Work Schedule

Monday-Friday
8:00 am- 4:30pm
May work extended hours during peak periods.

Posting Date 12/05/2017
Closing Date 12/18/2017
Open Until Screening Begins No
Hiring Range $30,000- $35,000 per year
Full-Time/Part-Time Full-Time: Benefits Eligible
Working Conditions

While performing the duties 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 Applicants

All applications must be submitted online at workforum.memphis.edu.
Applicants 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 experience is based on full time hours. Part time work experience 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
Knowledge, Skills, and Abilities

Ability to implement and develop internal office procedures to ensure the office is ran with efficiency.
Ability to coordinate and maintain the calendar for the office.
Knowledge of office systems.

Additional Position Information

Job Duties

The duties and responsibilities listed are intended to describe the general nature and level of work to be performed in this position and are not to be construed as an exhaustive list of the requirements of this job.

Duties & Responsibilities

Financial Management (not grant/contract related): Prepares and approves financial documents; manages operating budgets: department accounts, revenue accounts, grant accounts;utilizes Banner Self Services, Banner INB, Banner E-print, Matrix, and TigerBuy systems; record maintenance for TigerBuy Systems. Monitors foundation accounts; reviews forms for compliance. Investigates and resolves any accounting discrepancies; controls expenditures in accordance with department goals, objectives and budget. Evaluates and recommends or implement improvements in cost control practices; analyzes and interprets financial data and other information. Monitors and maintains inventory of supplies, reordering as necessary; researches and evaluates major purchases and makes recommendations regarding purchase. Responds to inquiries from outside the department; conducts research as necessary and composes appropriate responses. Serves as information resource to internal staff and outside departments; provides advice and counsel; assists staff with complex inquiries, problems or projects that require independent judgment and interpretation of policies and procedures. Assists in preparing budget by forecasting Department’s operating requirements, monitor expenses, prepares forms and documentation for expenditures, and prepares any necessary related reports. Assists development and implementation of internal operating procedures, enforce rules and regulations and ensures the smooth flow operations. Reviews internal policies and operating procedures, and makes recommendations for improvements; takes corrective action when needed, Prepares spreadsheets to analyze financial data as necessary.

Duties & Responsibilities

Administrative/Clerical Support:Order supplies, equipment and maintenance using TigerBuy system; submits monthly copier meter readings; collects and distributes mail. Maintains key inventory by ordering keys using WRQK system, issuing keys to personnel and collecting keys upon personnel departure. Maintains supervisor’s calendar; schedule meetings and events by making reservation/rental/audiovisual/catering arrangements. Records, prepares and distributes departmental meetings minutes. reserve space using EMS system; utilizes WorkFlow system; position management and Applicant Tracking Sections. Records maintenance for all faculty, student, and employee files. Records maintenance for all faculty, student, and employee files. Records maintenance for Accreditation Board of Engineering and Technology files. Departmental Equipment Representative; Help prepare communication documents or newsletter. Conducts department Purchasing Card. Makes travel arrangements for faculty, student and visitors; Coordinate hiring student worker employees, interview candidates, arrange work schedules; Prepares documents for domestic and non-domestic employees and students. Writes and edits publications and coordinate activities for printed materials. Responds to inquiries from outside the Department; conducts research as necessary and composes appropriate response. Serves as information resource to internal staff and outside departments; provides advice and counsel; assists staff with complex inquiries, problems or projects that require independent judgment and interpretation of policies and procedures. Assists in 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; Takes corrective action when needed; prepares documents and presentations as necessary.

Duties & Responsibilities

Human Resource (non-faculty): Enter WorkForum actions; Utilize Banner INBsystem for HR matters; prepares appointment forms for non-faculty employees; Assist supervisor with or organize non-faculty searches. Enters graduate assistant e-contracts; approves timesheets and leave reports; prepares personnel forms for payroll, recruiting and new hire actions. Advise staff on financial, technical and operational matters. Instructs and orients new members of staff, faculty or administration. Responds to inquiries from outside the department; conducts research as necessary and compose appropriate response. Serves as information resource to internal staff and outside departments; provide advice and counsel; assists staff with complex inquiries, problems or projects that require independent judgment and interpretation of policies and procedures. Assists in development and implementation of internal operating procedures, enforces rules and regulations and ensure the smooth flow of operations. Reviews internal policies and operating procedures, and makes recommendations for improvements; takes corrective action when needed.

Duties & Responsibilities

Faculty Admin Services (faculty): Enter 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. Responds to inquiries from outside the department; conduct research as necessary and composes appropriate response. Serves as information resource to internal staff and outside departments; provides advice and counsel; assist staff with complex inquiries, problems or projects that require independent judgment and interpretation of policies and procedures. Assists in development and implementation of internal operating procedures, enforces rules and regulation and ensure the smooth flow of operations. Reviews internal policies and operating procedures , and makes recommendations for improvements; takes corrective action when needed.

Duties & Responsibilities

Faculty Support: Prepares documents for domestic and non-domestic employers and students. make 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. Responds to inquiries from outside the Department; conducts research as necessary and compose appropriate response. Serves as information resource to internal staff and outside departments; provide advice and counsel; assist staff with complex inquiries, problems or projects that require independent judgment and interpretation of policies and procedures. Assists in development and implementation of internal operating procedures, enforces rules and regulation and ensure the smooth flow of operations. Reviews internal policies and operating procedures , and makes recommendations for improvements; takes corrective action when needed.

Duties & Responsibilities

Academic Program Support: Assists with schedule of classes; Graduate Admissions database. Assists Graduate Coordinator on admitting Graduate Students using the Matrix System at Department Level. Verifies graduate student semester grades, credit hours and g.p.a.’s and prepares report for Department chair. Prepares graduate student financial support letters. Completes student information surveys from NIH,ASEE,IEEE etc. Assists in development and implementation of internal operating procedures, enforce rules and regulation and ensures the smooth flow of operations. Reviews internal policies and operating procedures , and makes recommendations for improvements; Prepares spreadsheets to analyze academic data as necessary; assists with accreditation efforts.

Duties & Responsibilities

Student Support: Monitors undergraduate and graduate student semester registration. Monitors graduation progress for undergraduate and graduate students. Clears advising flags using Banner system. Issue permits using Banner system. Counsels students on appropriate courses and credit hours. Supports for undergradate and graduate students. Prepares requests for fee waivers for graduate assistants. Responds to inquiries from outside the Department; conducts research as necessary and composes appropriate response. Serves as information resource to internal staff and outside departments; provides advice and counsel; assists staff with complex inquiries, problems or projects that requires independent judgment and interpretation of policies and procedures. Assists in development and implementation of internal operating procedures, enforces rules and regulation and ensures the smooth flow of operations. Reviews internal policies and operating procedures , and makes recommendations for improvements; takes corrective action when needed.

Duties & Responsibilities

Technology Management: Graduate Admissions database;assists Graduate Coordinator on admitting Graduate Students using the Matrix System at Department Level. Maintains updated e-mail addresses list for department students each semester to sends out information as needed. Prepares surveys; gathers data and analyzes data. Maintains alumni database, Assists with social media and department website.

Duties & Responsibilities

Grant/Contracts Financial Management: Assists grant or contract submissions, data and budgets. Provides assistance or training to faculty and staff; prepares cost transfers. Monitors expenses for extraordinary circumstance. 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. Prepares requests for fee waiver for graduate assistants. Analyzes and interprets financial data and other information. Responds to inquiries from outside the Department; conducts research as necessary and composes appropriate response. Serves as information resource to internal staff and outside departments; provides advice and counsel; assists staff with complex inquiries, problems or projects that requires independent judgment and interpretation of policies and procedures. Assists in development and implementation of internal operating procedures, enforces rules and regulation and ensures the smooth flow of operations. Reviews internal policies and operating procedures, and makes recommendations for improvements; takes corrective action when needed.

Duties & Responsibilities

Grant/Contract Compliance: Monitors and ensures compliance to federal, state and other regulations; Assists in 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 recommendation for improvements. Responds to inquiries from outside the Department; conducts research as necessary and compose appropriate response. Serves as information resource to internal staff and outside departments; provides advice and counsel; assists staff with complex inquiries, problems or projects that require independent judgment and interpretation of policies and procedures. Assists in 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 make recommendations for improvements; Take corrective action when needed.

Duties & Responsibilities

Special Events: Makes arrangements for conferences, seminars, and external speakers including registration, catering, space requirements, travel, honorarium payments, event advertisements; responds to inquiries from outside the department; conducts research as necessary and compose appropriate response.

Duties & Responsibilities

Other duties as assigned.

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have any experience with Banner?
    • Yes
    • No
  2. * How many years of work experience in a related administrative position do you have? Please describe your administrative work experience if applicable.

    (Open Ended Question)

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter
  3. References List
Optional Documents
  1. Unofficial Transcript