Administrative Associate I

Campus Location Main Campus (Memphis, TN) Position Number 016792 Category Staff (Hourly/Monthly) Department Leadership Minimum Position Qualifications

Bachelor’s degree in a relevant area and two years of appropriate experience. Relevant experience may substitute for required education
Special Conditions

The department is especially interested in candidates with experience working in a higher education environment and as an Administrative Assistant, Virtual Assistant, or Office Admin Assistant. Also, experience in Banner, Matrix and EMS Scheduling and social networking are highly desired



This is a re-advertisement
Work Schedule

Monday – Friday


8:00 a.m. – 4:30 p.m


May need to work/travel beyond normal work schedule
Posting Date 01/23/2023 Closing Date 02/03/2023 Open Until Screening Begins No Hiring Range $39,000 - $42,000 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

May supervise staff based on role and responsibility
Knowledge, Skills, and Abilities

Strong accounting skills and ability to manage budgets

Good interpersonal skills, including flexibility and adaptability

Experience working with office equipment, like printers, copiers, etc

Knowledge of office management policies, procedures, and operations

Skills in independent thinking including reasoning and problem-solving


Ability to work with faculty and staff across multiple programs, units, departments, and with people with diverse background and experiences


Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to details and accuracy


Exemplifies strong planning and time management skills and handles matters expeditiously


Excellent written and oral communication skills


Strong computer software and internet research skills and proficient experience with Microsoft Word, Excel, PowerPoint, Adobe Acrobat, and Outlook
Additional Position Information Benefits of Employment (Applies to full-time employees only)

Job Duties

Duties & Responsibilities


Prepares financial documents; manages operating budgets, department accounts, revenue accounts, grant accounts, foundation accounts; utilizes Banner Self Service, Banner Admin Pages, Banner E-print, OnBase, ARGOS, and Tigerbuy.Reviews forms for compliance; investigates and resolves any accounting discrepancies. Evaluates and recommends or implements improvements in cost control practices; analyzes and interprets financial data and other information.Reviews and approves ChromeRiver travel requests/purchase orders. Prepares cash reimbursement requests; prepares meal reimbursement requests. Prepares faculty summer compensation e-Contracts; prepares incentive pay compensation forms.Monitors and maintains inventory of supplies, reordering as necessary; researches and evaluates major purchases and makes recommendations regarding purchase. Assists in preparing budget by forecasting department’s operating requirements, monitor expenses, prepares forms and documentations for expenditures, and prepares any necessary related reports.Responsible for making hotel and travel arrangements for guests during the faculty search process and for special events










Duties & Responsibilities


Maintains Department Chair’s calendar and schedule, meeting agendas and minutes, e-files, and serves as point of contact for Department of Leadership’s office.Provides direction and guidance and communicates on behalf of the chair of the department. Performs a variety of administrative tasks, which may include transcribing correspondences, documents, memos, and letters. Accountable for ensuring accuracy and completeness of all documents. Disseminates departmental information; creates presentations and plans special events. Reviews incoming internal forms, and other paperwork to ensure completeness, accuracy, and conformity within established procedures










Duties & Responsibilities


Schedules events by making reservation/rental/audiovisual/catering arrangements. Reserves space using EMS system; utilizes WorkforUM system, position management and applicant tracking sections. Orders supplies and equipment using TigerBuy system. Collects and distributes mail. Submits Physical Plant work orders and maintains key inventory keys using the WORQ system. Assists Department Chair with coordinating searches for student worker employees and graduate assistants and arranges work schedules










Duties & Responsibilities


Responds to inquiries from internal and external customers; conducts research as necessary and composes appropriate response. Serves as information resource to internal staff and outside departments/units; assists faculty, staff and students with complex inquiries, problems that requires independent judgment and interpretation of policies and procedures. Assists in development and implementation of internal operating procedures, adheres to university policies, processes, and procedures, and ensures the smooth flow of operations










Duties & Responsibilities


Collaborating with the Academic Advisor and the Department Chair, schedules courses, including updating class schedules and locating appropriate classrooms. Monitors course registration to ensure proper class size and room assignment. Creates and disseminates GA schedule. Assists with collecting and submitting materials for accreditation, graduate program review, and annual program assessments










Duties & Responsibilities


Performs other duties related duties as assigned.