Administrative Associate 4-EVC Finance and Operations (2 Openings)

Administrative Associate 4-EVC Finance and Operations (2 Openings) - 24000000E9 

Description

 

Market Range: 08

JOB SUMMARY/ESSENTIAL JOB FUNCTIONS: The Administrative Associate 4 works in the Shared Services area of the Operations and Finance division of the Executive Vice Chancellor (EVC). Along with other key staff members, this position handles and coordinates the clerical, administrative and logistical activities for the following offices: Safety Affairs, Space Planning & Utilization, ITS, Access & Compliance, Human Resources, Contracts, Centralized Business Office, Campus Police, Financial Planning and Financial Budget, Fiscal Operations and Financial Strategy.

DUTIES AND RESPONSIBILITIES :

Provides clerical and administrative support to all areas reporting to the EVC for finance and operations.

Coordinates electronic scheduling of conference rooms; readies conference rooms for meetings by establishing Zoom and conference calls; schedules meetings, appointments, and maintains calendars.

Coordinates flow of documents and ensures efficient processing and timely dissemination.

Oversees the travel and entertainment arrangements for designated persons in EVC areas and official guests; coordinates with travel agencies to reserve plane flights, hotel rooms and rental cars.

Attends unit meetings, compiles minutes, creates priority steps, and provides feedback and reminders to attendees.

Oversees maintenance and repair needs of offices; enters work requests in Archibus and provides oversight of pending projects.

Maintains various databases for the unit office (computers, space inventory); tracks locations of all computers both in the office and those checked out for home use.

Reviews financial information and creates spreadsheets for tracking unit financial information.

Publishes the "Bottom Line" Newsletter.

Provides administrative assistance for special or ongoing projects.

Performs other duties as assigned.

 

Qualifications

 

MINIMUM REQUIREMENTS:   

EDUCATION: High School Diploma or GED. (TRANSCRIPT REQUIRED)

EXPERIENCE: Five (5) years of upper-level administrative support experience; OR Bachelor’s Degree and one (1) year of work-related experience; OR Associate’s Degree and three (3) years of work-related experience. 

KNOWLEDGE, SKILL, AND ABILITIES:

• Proficiency in financial systems.
• Excellent computer skills in Microsoft Office Suites including Outlook, Word, PowerPoint, and Excel.
• Excellent interpersonal, oral, and written communication skills.
• Ability to prioritize work and maintain confidentiality.
• Skill in developing correspondence and proofreading for accuracy with high attention to detail.
• Ability to work independently as well as collaboratively.

WORK SCHEDULE: This position may occasionally be required to work evenings.

 

Job
  Other Admin Asst/Secr/Clerical 
Primary Location
  US-Tennessee-Memphis 
Organization
  Business & Finance 
Campus/Institute  Memphis 
Schedule
  Full-time 
Job Posting
  Apr 15, 2024, 4:51:06 PM