Administrative Associate (Job Id: 42137)

Job ID: 42137

Location: Cultural Center

Minimum Qualifications

Associate's degree and two or more years of related work experience, or an equivalent combination of education and work experience. Grade ND1 Wage Minimum $15.41/hr

• Critical Thinking and Leadership skills
• Event Planning and program development experience
• Microsoft Office, Excel, Powerpoint
• Social Media Platforms

The administrative associate provides administrative leadership to the Cultural Center and may assist in providing support to other diversity units under the Office of Diversity and Equity. The person will manage various duties with responsibility for the budget, administrative oversight, logistics, supervision and training of student assistants, staff onboarding and assist with web development and social media.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Office Management

• Assist Cultural Center directors with administrative functions including maintaining personnel records, timesheets performance evaluations and leave reports. Answer the main phone number for one or more units and direct inquiries to staff.  Manage Cultural Center directors' calendars, arrange meeting logistics, and schedule staff meetings. Order office supplies from the university's online vendor. Assist staff with travel arrangements and ordering items needed for their projects. Assist with management of the Cultural Center social media platform and with website management. Assist with any unit-wide administrative functions.

Budget/Reconciliation

• Administer all aspects of the budget including setting up financial project plans, tracking expenses, overseeing deposits and donor gifts, and assisting staff with reconciling procurement cards.  Working with the directors, advise staff about university policies for spending and makes sure the division is in compliance with all university regulations.  Assist staff in preparing reconciliations, and review with vice provost to ensure the division is meeting its goals.  Coordinate with Business Operations to learn and integrate new budgetary procedures into financial strategy. Serve as liaison to Business Operations.

Onboarding

• Assist with recruitment tasks as needed ,such as serving on hiring committees, review of applications with HR Business Partners, interviews etc. Communicate with and participate in leadership meetings. Conduct department new hire orientation and training on basic office functions ensuring knowledge of cultural center practices and organizational objectives are thoroughly communicated and understand. Work with unit director and HR Business Partners in central HR on strategic initiatives within department structure as well as submission of HR requests such as new positions, compensation increases/decreases, reclassifications and provide supporting documentation/justifications for actions.

Supervision & Training

• Hire, train and supervise all student staff in one or more units who perform basic office functions.  Set the protocol for answering phones and responding to walk-in guests and evaluate students on their performance. Assist with training of Cultural Center full time staff.

The University of Louisville is an equal opportunity, affirmative action employer, and is committed to providing employment opportunities to all qualified applicants without regard to race, sex, age, color, national origin, ethnicity, creed, religion, disability, genetic information, sexual orientation, gender, gender identity and expression, marital status, pregnancy, or veteran status. If you are unable to use our online application process due to an impairment or disability, please contact the Employment team at [email protected] or 502.852.6258.

To apply for this position, follow the "Online App. Form" link below and then click on the "Apply Now". You must answer all required fields and submit your application by clicking the "Submit" button.  Detailed instructions are available at louisville.edu/jobs in the "My Career Tools" section.  Vacancies are routinely removed from the jobs portal around 7:00PM each Monday.

NOTE:

Only ONE attachment can be uploaded per application. If you wish to include a cover letter or other documents, please combine them as one document with your resume/cv, save the document with a simple short title that contains only letters, spaces, or numbers, and then upload. 

Computers are available for application submission at the Human Resources Department located at 1980 Arthur Street - Louisville, Kentucky 40208. For more information, please contact us by email at [email protected] or by phone 502-852-6258.

If you require assistance or accommodation with our online application process, you may schedule an appointment at (502) 852-6258 with Employment Services at the Human Resources office located at 1980 Arthur Street, Louisville, KY 40208.