ADMINISTRATIVE ASSOCIATE JOB DESCRIPTION

Day-to-day university operations leave a paper trail that nobody sees, until a procurement card goes unreconciled, a faculty calendar double-books a provost, or a student record update misses a FERPA-governed deadline. The Administrative Associate exists precisely to prevent those failures across the administrative units, research centers, and student-facing departments that make up a modern university. Anchored in a specific office or department, this role spans financial transaction processing, records management, event coordination, and stakeholder communication. It is genuinely hard to do well.

Employers read the breadth of financial processing and records compliance work as a sign of operational ownership, and the day-to-day scope of administrative associate work unpacks that read.

As the Administrative Associate, you own the operational infrastructure of a university department, processing financial transactions, maintaining compliant records, and keeping faculty, staff, and student workflows moving without interruption. You work within a defined administrative unit, supporting directors, managers, or senior staff while serving as a point of contact for the broader campus community.

Career Impact: Supporting director-level and executive-level staff in a university setting builds fluency in higher education governance, sponsor policy compliance, and academic procurement cycles that few administrative roles outside this sector develop.

Business Impact: Faculty research programs, student enrollment services, and departmental budgets depend on accurate records and timely financial processing - work this role owns directly and visibly.

Growth Opportunity: The breadth of cross-trained responsibilities, spanning HR workflows, contract administration, and event production, creates a clear pathway toward Office Manager, Administrative Coordinator, or departmental operations roles with greater scope and seniority.

• Manage complex calendars for directors and senior staff, resolving conflicts and coordinating meetings with internal and external stakeholders.
• Process financial transactions including purchase orders, expense reimbursements, procurement card reconciliations, and interdepartmental service charges.
• Coordinate in-person and virtual events, including scheduling, vendor arrangements, materials production, and on-site logistics.
• Maintain and update departmental records, databases, and spreadsheets in compliance with university records management standards.
• Draft, edit, and distribute correspondence, reports, and presentation materials for leadership and program teams.
• Support onboarding and HR-adjacent tasks, including documentation, scheduling, and coordination with university HR systems.
• Serve as a frontline contact for students, faculty, staff, and external visitors, routing inquiries and resolving issues promptly.
• Monitor supply inventory, coordinate procurement, and liaise with building management and facilities as needed.

Candidates often list calendar management but skip quantified procurement metrics, which how to present these duties on a resume makes concrete.

• Bachelor's degree in business administration, communications, or a related field, or equivalent work experience.
• 2 or more years of administrative support experience, with demonstrated exposure to financial processing or records management.
• Proven ability to manage competing priorities and meet deadlines across multiple concurrent projects with minimal supervision.
• Strong written and verbal communication skills, with the ability to interact professionally with faculty, students, and leadership.
• Working knowledge of procurement, expense reporting, and budget tracking within an institutional or sponsored-fund environment.
• Demonstrated discretion in handling confidential information, including personnel records and sensitive financial data.
• Proficiency with productivity and collaboration software, including word processing, spreadsheet, and calendar applications.

To judge whether your FERPA records experience and expense reporting depth are strong enough, the competencies postings require at each level gives the benchmark to measure against.

• Prior experience in a higher education department, research center, or student services office.
• Familiarity with university financial systems, procurement platforms, or HR information systems used in academic environments.
• Experience coordinating events or multi-stakeholder programs, including logistics, vendor management, and post-event reporting.
• Exposure to records management frameworks or compliance requirements relevant to higher education, such as FERPA-governed student data handling.

• Calendar accuracy rate, measured by the frequency of scheduling conflicts or missed commitments per month.
• Financial transaction error rate, reflecting the percentage of reimbursements or purchase orders requiring correction or resubmission.
• Invoice and expense report turnaround time, measuring days from submission to processed approval.
• Event delivery rate, tracking the percentage of planned events executed on schedule and within budget.
• Records compliance rate, reflecting the proportion of departmental files maintained in accordance with university retention standards.
• Typical tools: Productivity suites (commonly Microsoft Office 365 or Google Workspace); university financial systems (commonly Oracle or UT Mainframe).

Mapping Oracle and procurement turnaround benchmarks to salary benchmarks and the CAP certification path is the quickest way to understand where this role leads.

• Base Salary Range: $42,000 to $58,000 per year, depending on experience and institution size
• Bonus: Performance-based increases common at annual review; discretionary bonuses less typical in higher ed
• Equity: Not typically offered in higher education administrative roles
• Health Benefits: Medical, dental, and vision coverage; many universities offer strong plan options at low employee cost
• PTO: 15 to 22 days annually, plus university holidays and winter closure periods
• Common Perks: Tuition remission or waiver programs, defined-benefit pension or 403(b) plans, transit subsidies, and campus facility access

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Candidates for this position must be authorized to work in the United States. Employment is contingent upon successful completion of a background check, which may include a review of criminal history in accordance with applicable law. All applicants will be considered without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other characteristic protected under federal, state, or local law. Applicants requiring a reasonable accommodation to participate in the hiring process are encouraged to make that request at the time of application.

Match FERPA records work to a resume that reaches a hiring manager.

Reporting to the Executive Assistant within the Public Affairs division, the Administrative Associate owns the full range of office operations, including budget tracking, purchase order coordination, and web content management. Working across purchasing, service departments, and faculties, this role ensures financial accuracy and operational continuity for a division serving diverse internal and external stakeholders.

Key Responsibilities

• Provide administrative support, including greeting visitors, answering phones, responding to inquiries, and distributing mail.
• Prepare and format memos, letters, reports, diagrams, and forms accurately.
• File and maintain records in accordance with RIM standards, ensuring confidentiality.
• Monitor and maintain office stationery, supplies, and forms.
• Manage and maintain complex databases and spreadsheets, producing formatted reports.
• Maintain advertising and project tracking spreadsheets and run regular tracking reports.
• Identify variances from budgets and maintain budget reports, monitoring expenditures for accuracy.
• Estimate future expenditures based on contract changes, inflation, and historical spending.
• Initiate billings for partners, including data collection and budget reconciliation.
• Liaise with purchasing, service departments, and faculties to create and track purchase orders and invoices.
• Support visa reconciliations and enter invoices into department tracking systems.
• Receive and coordinate loan requests for marketing assets, tracking returns, and arranging repairs.
• Receive and prioritize business card and signage requests, creating them using Adobe InDesign and Digital Storefront.
• Process web content updates and manage CMS employee access and campus tour schedules.

Required Qualifications

• Minimum 2 years of related experience, preferably in a post-secondary environment.
• Minimum 2 years of budgeting, invoicing, and expenditure tracking experience.
• Proficiency in Excel and Word.
• Familiarity with Adobe InDesign and PowerPoint an asset.
• Understanding of and experience with web content management systems preferred.
• Good working knowledge of modern office practices, filing, record keeping, and business correspondence formats.
• Proven ability to communicate courteously and effectively in writing and verbally with diverse stakeholders.
• Demonstrated ability to work independently and as a team player with minimal supervision.
• Strong organizational skills and attention to detail in a busy office setting.
• Demonstrated ability to type 40 wpm accurately.

Embedded within the Human Resources and Operations Department, the Administrative Associate supports hiring processes, office space planning, and logistical coordination for all-staff events. Working closely with senior and general staff across three offices, this role strengthens day-to-day organizational operations and ensures accurate, timely administrative support for a mission-driven climate and environmental nonprofit.

Core Functions

• Assist with hiring processes, including posting job announcements, managing applications, and scheduling interviews.
• Assist in office space planning and provide site orientation to new staff.
• Submit and resolve online support issues related to HR partner Trinet.
• Provide logistical support for annual all-staff retreat and Campaigners' Guild meetings, including travel, accommodations, meals, and supplies.
• Manage virtual and physical mailbox systems and all online shipping accounts across three offices.
• Answer general telephone lines and collect and distribute messages as needed.
• Maintain office administrative duties, including coordinating with cleaning crews, security teams, and building managers.
• Manage inventory, coordinate office supply purchases, vendor contracts, and equipment rentals.
• Coordinate, schedule, and serve as notetaker for weekly staff calls and other assigned meetings.
• Monitor and update the organization-wide Google calendar for accuracy.
• Maintain and submit monthly expense reports for senior leadership and coordinate travel arrangements.
• Assist with calendar management and meeting schedules.

Qualifications & Experience

• Experience working or volunteering on issues of climate, environmental protection, and/or equity and inclusion in the workplace.
• Experience in or knowledge of human resources best practices, or experience supporting employees with payroll or benefits needs.
• Adept project manager able to foster a positive, collaborative team environment while setting and tracking priorities.
• Able to manage sensitive and confidential information with the highest degree of integrity.
• Ability to manage relationships effectively with team members at all levels, including the Board of Directors.
• Passionate about climate justice, committed to equity, racial justice, and continual learning.
• Excellent written and verbal communication skills.
• Strong computer skills, including MS Office Suite and Google Products.

A key member of the Insurance Operations team, the Administrative Associate handles inbound calls, policy changes, and premium payments in support of a life insurance organization's administrative functions. Collaborating across the department, this role supports both core operational processing and community-facing initiatives such as the college scholarship program.

Functions

• Answer the main phone line, handling approximately 15-25 calls daily.
• Process basic policy changes in the administration system, such as address and name changes.
• Process premium payments.
• Assist with administrative projects within the Insurance Operation.
• Provide support to charitable endeavors, such as the college scholarship program, as a main point of contact.

Requirements

• Minimum Associate's degree.
• Minimum 2 years of experience in the Life Insurance industry, providing administrative support.
• Strong knowledge of Microsoft Office, Excel, and Word.
• Strong communication skills with attention to detail.
• Ability to work independently and within a team.
• Proven ability to multi-task.

Successful front-desk operations at Jacobs' Tampa office depend on the Administrative Associate, who manages visitor intake, call routing, conference room coordination, and mail distribution in a secure facility environment. Based within a professional services organization, this role serves as the first point of contact for staff and visitors and supports the smooth daily functioning of the office.

Accountabilities

• Answer calls in a timely, courteous, and professional manner, ensuring calls are forwarded or messages delivered appropriately.
• Greet visitors professionally, log them into the visitor system, and verify clearances for facility entry.
• Manage conference room calendars, ensure rooms are set up with necessary equipment and refreshments, and clean up at the end of the day.
• Keep up-to-date phone rosters, cleaning escort listings, and emergency recall rosters.
• Perform incoming and outgoing mail distribution and log packages from all carriers, promptly notifying recipients.
• Assist with routine correspondence.

Experience & Qualifications

• 1 year in an administrative discipline such as general business, accounting, human resources, or marketing.
• Experience with Microsoft Office Suite, including Word, PowerPoint, Excel, and Outlook.
• Outstanding communication and customer service skills.
• Ability to operate standard office equipment.
• Ability to interact professionally at all management levels.
• Must maintain appropriate grooming and attendance standards.
• Ability to sit for extended periods.

Reporting to the Director of Development, the Administrative Associate delivers fundraising database management, donor acknowledgement, and event coordination for a nonprofit organization. Partnering with the Programs team, Board of Directors, and outside vendors, this role advances development operations and supports the organization's ability to sustain and grow its donor relationships.

Primary Duties

• Manage and enter data into the fundraising database, ensuring data integrity and generating reports.
• Assist with fundraising budget management, including reconciliation of gifts and monthly bookkeeper reports.
• Support donor relations by writing acknowledgement letters, tax receipts, and assisting with fundraising mailings.
• Research donors and donor prospects and assist with all aspects of fundraising appeals.
• Coordinate the annual benefit dinner and other fundraising events, including managing vendors, venues, invitations, and acknowledgments.
• Provide administrative support to the Director of Development and Executive Director as needed.
• Serve as primary contact for public inquiries and provide support to the Board of Directors, including coordinating logistics, recording minutes, and distributing materials.
• Record minutes at Development Committee meetings and liaise with outside vendors, including IT support consultants.
• Manage general mail, email, telephone correspondence, and physical office space, including supplies and building liaison.
• Attend all WCA events and coordinate with the Programs team on events, policy initiatives, scheduling, and communications.

Skills & Qualifications

• Precise attention to detail.
• Strong organizational skills and the ability to prioritize and manage time efficiently under stringent deadlines.
• Ability to respond flexibly to shifting priorities,
• Take initiative to complete unassigned supportive tasks.
• Excellent interpersonal skills, including oral and written communication, proofreading, and drafting grammatically correct materials.
• Ability to work with minimal supervision, accept criticism, and assimilate facts accurately.
• Demonstrated ability to relate to and work with a diverse team, partners, and stakeholders.

Sitting at the intersection of finance and operations, the Administrative Associate at BRAC USA shapes donation processing, data integrity, and front-desk operations for a global development organization. Operating across finance, HR, and office administration functions, this role ensures accurate gift recording in QuickBooks and Salesforce while providing frontline support that reflects the organization's values and mission.

Duties

• Receive, deposit, and record all incoming donations into QuickBooks and Salesforce accurately and promptly.
• Maintain data integrity, perform ongoing data clean-up, and prepare monthly deposit reports and documentation.
• Prepare, print, mail, and track donation acknowledgement letters and scan and file donation documents.
• Prepare expense reports for the Director of Finance and Administration and support additional assigned projects.
• Serve at the front desk by answering phones, greeting visitors, receiving and managing mail, and managing the organizational email inbox.
• Assist with recruitment and onboarding logistics, as well as employee initiatives.
• Maintain office space, order supplies for in-office and remote staff, and liaise with building management and outsourced IT provider.
• Assist with logistics and materials for Board meetings and support colleagues from other BRAC offices with meetings and logistics.

Education & Experience

• Associate's degree with some bookkeeping or accounting coursework preferred.
• Some experience in an administrative or support role.
• Strong Microsoft Office Suite skills, especially Excel.
• Knowledge of spreadsheets and accounting software.
• Demonstrated ability to work with a database, Salesforce preferred.
• Highly detail-oriented with excellent organizational skills and ability to prioritize in a fast-paced environment.
• Excellent verbal, telephone, and written communication skills.
• Ability to take ownership of projects and manage multiple tasks.
• Ability to maintain respect for privacy, confidentiality, and discretion.

As the Administrative Associate, this role coordinates events, communications, and transactional support across a four-campus research center serving industry, universities, and government. The center's Education and Outreach Director, Research and Industrial Liaison Officer, and Administrative Manager rely on this work to sustain program operations, maintain digital resources, and keep faculty, staff, and students connected across all partner institutions.

Activities

• Coordinate recurring and ad hoc in-person and virtual events across the four-campus center, including scheduling, planning, documentation, and active participation.
• Communicate frequently and effectively with faculty, staff, and students across all four universities in support of program goals.
• Maintain and monitor program distribution lists and online program and policy resources for students.
• Assist with social media sites and maintain the Center website.
• Provide general administrative support for the Education and Outreach Director, Research and Industrial Liaison Officer, and Administrative Manager.
• Provide transactional support, including expense requests, purchasing orders, travel cards, and equipment and lab supplies.
• Support travel and documentation needs for Center visitors and complete any other assigned duties with flexibility and initiative.

Professional Experience

• Bachelor's degree with 3 years of administrative experience, or equivalent combination of education and relevant experience.
• Proficiency in MS Office, Outlook, Box, Google Drive, and common online platforms.
• Proficiency with social media platforms and website editing, including Stanford systems.
• Strong organizational skills, attention to detail, and ability to prioritize and multi-task.
• Strong verbal and written communication skills with excellent customer service and interpersonal skills.
• Demonstrated ability to complete routine and complex tasks independently and with minimal guidance.
• Capacity to help manage diverse teams, including off-site workers, with emphasis on communication and meeting production deadlines.

Administrative Associate delivers event logistics, data entry, and systems support for Impact Justice's National PREA Resource Center and related correctional programming initiatives. The work directly supports biannual reporting, webinar facilitation, and participant communications that advance the PREA portfolio's reach across corrections, detention, and law enforcement stakeholders nationwide.

Operational Focus

• Provide administrative support and systems troubleshooting for various tools, and develop systems training guides for new systems as necessary.
• Assist with event planning and logistical production for meetings, trainings, and events held online or at venues nationwide, including formatting materials and communicating with participants.
• Support facilitation of webinars and other virtual meetings and events.
• Assist in data entry, verification, and manual clean-up of data in various systems, and support biannual project-wide reporting efforts.
• Assist with form creation and database integration for various PREA projects.
• Support team members with travel arrangements, note-taking, and other administrative support activities as needed.

Background & Experience

• High school diploma/GED and 3 years of experience developing strong writing, organization, and communication skills.
• Familiarity with the criminal justice system preferred.
• Strong organizational skills with excellent attention to detail and strong personal time management skills.
• Strong verbal and written communication skills supporting professional interactions with corrections, detention, law enforcement, DOJ auditors, and PRC staff.
• Positive, solutions-oriented approach to problem-solving.
• Demonstrated track record of completing assigned tasks in a timely and efficient manner.
• Proficiency in Windows or Apple operating systems, Google Docs, and Office Suite, including Word and Excel.

The Administrative Associate provides confidential analytical support, document creation, and stakeholder communication for the Direct Long Term Care Administration team at Vancouver Coastal Health in Richmond, BC. Reporting to the Manager, this role enables effective strategic and operational planning by ensuring information flows accurately and administrative protocols are consistently prepared and implemented.

Role Responsibilities

• Provide confidential analytical, administrative, and systems support to assist the Manager and team members in achieving effective strategic and operational plans.
• Create various technical and non-technical documents, communications, and reports.
• Collect and compile statistical information and data.
• Triage sensitive and confidential information and coordinate the flow of information.
• Prepare and implement administrative protocols for methods of operations.
• Communicate with internal and external stakeholders in a manner that promotes positive and respectful relationships.

Qualifications & Experience

• A diploma in business administration or a related field.
• 3 years of administrative support experience, or equivalent combination of education, training, and experience.
• Advanced skills in word processing, spreadsheet, presentation, desktop publishing, and database software.
• Minimum typing speed of 60 wpm.
• Exercise considerable judgment, tact, and discretion in handling confidential and sensitive information.
• Can communicate clearly and compellingly both verbally and in writing to represent the Director's interests.
• Excellent time management skills.
• Ability to collaborate with peers to ensure administrative systems and processes are consistently followed, monitored, and improved.

Embedded within an intellectual property firm, the Administrative Associate supports senior staff in managing foreign and domestic trademark and patent portfolios through correspondence preparation, client reporting, and records maintenance. Working closely with attorneys and clients throughout the registration process, this role produces accurate status summaries and portfolio documentation that enable the firm to meet client expectations and regulatory timelines.

Job Functions

• Deal with foreign and domestic trademark and patent portfolios.
• Assist senior staff in maintaining records of trademark and patent portfolio information.
• Prepare correspondence and respond to client inquiries throughout the trademark and patent registration process.
• Prepare summaries and periodic status reports of trademark and patent matters for clients.
• Support trademark and patent-related projects and perform other duties and special projects as necessary, including handling confidential and sensitive material.

Skills & Qualifications

• University degree in Philology, Organizational Sciences, Economics, Political Sciences, or a related field.
• Previous administrative work experience is a plus (training opportunities are provided by the firm).
• Strong analytical and research skills with excellent attention to detail and problem-solving skills.
• Strong time management skills with the ability to multi-task and prioritize work.
• Excellent written and verbal communication skills with clients and team members.
• Reliable and dependable team player who adapts quickly and is action-oriented and results-oriented.
• Fluency in English required (additional languages considered a bonus).
• Excellent PC skills.

Reporting to professional staff within Residence Life, the Administrative Associate delivers front-office reception, resident record management, billing processing, and vendor coordination across apartment complex operations at a university. Partnering with maintenance teams, outside vendors, and campus committees, this role ensures housing administration runs accurately, and residents receive timely, professional support throughout their enrollment.

What You'll Do

• Serve as front office receptionist, answer phones, respond to emails, manage information requests, and promote a positive image of the apartment complexes.
• Assist with processing maintenance requests into work orders and coordinate with outside vendors for pest control, laundry, and internet services.
• Respond to incidents and security issues following emergency protocols, manage key control and audits, and sign parking placards in and out.
• Maintain resident records in software systems, run graduation and minimum hours reports, and sign new residents up for orientation sessions.
• Write professional correspondence and reports, and communicate with residents regarding maintenance, housing limits, and enrollment.
• Process monthly billing statements, utility bills, transfers, and annual contract renewals, and reconcile purchases and procurement card paperwork.
• Order and inventory office supplies, manage copy machine upkeep, complete data analysis, process forms, and maintain community room reservations.
• Represent Residence Life on committees and task forces, attend all-staff meetings, assist professional staff with apartment complex management, and drive UT vehicles for errands as needed.

Minimum Qualifications

• High school diploma and at least 5 years of clerical experience, or Bachelor's degree with at least 1 year of experience at the Administrative Assistant level.
• Experience working in a customer service setting, managing billing, managing ProCard accounts, and organizing office supply inventory.
• Experience working full-time in a college setting for at least 3 years preferred.
• Good interpersonal communication skills.
• Well-developed problem-solving skills.
• Skill in Microsoft Office.

As the Administrative Associate, this role delivers complex calendar management, highly confidential document preparation, and domestic and international travel coordination in direct support of the Vice President of US Sales. The Sales organization relies on this work to maintain divisional reporting, credentialing accounts, and cross-functional relationships that keep executive operations running without interruption.

Strategic Responsibilities

• Perform project coordination and complex, highly fluid calendar management, including arranging meetings with internal and external partners.
• Prepare highly confidential documents such as presentations, memos, correspondence, and expense reports.
• Closely partner with internal teams to create and distribute pre-reads, training materials, and coordinate complex domestic and international travel arrangements.
• Coordinate events, logistics, hospital credentialing accounts, and statements of work and purchase orders.
• Develop periodic reporting and communicate purchase order status reports, and maintain divisional information, organizational charts, and corporate knowledge.
• Foster positive relationships across all levels of the organization, including with Executive Admins of other management team members.
• Maintain strict confidentiality and exercise independent discretion and judgment to solve complex problems.

Required Qualifications

• High school diploma required, Associate's or Bachelor's degree preferred.
• Minimum 6 years of experience supporting senior management.
• Proficiency with Office 365, including OneDrive, Teams, Zoom, SharePoint, Excel, Outlook, PowerPoint, Word, Concur Expense, Concur Travel, Yammer, Global Connect, AskGS, Workday, OurSource, e-Marketplace, and Aravo.
• Knowledge of Health Care Compliance and Health Care Professional processes.
• Strong organizational skills.
• Ability to anticipate executive needs, maintain confidentiality, and operate with professionalism in a rapidly changing environment.
• Strong leadership, interpersonal, analytical, and problem-solving skills.
• Sound judgment and the ability to shift priorities independently.

Administrative Associate delivers program support for a National Defense organization, including database maintenance, meeting coordination, travel arrangements, and event planning across the Strategic Business Unit. Serving as the operational point of contact for administrative policies and procedures, this role enables leadership to maintain program continuity and meet organizational commitments with accuracy and confidentiality.

Day-to-Day Responsibilities

• Provide administrative support for the National Defense organization, including preparing reports, compiling data, coordinating activities, and resolving problems.
• Gather and maintain databases, records, and spreadsheets, and perform data entry and scheduling.
• Prepare documents, communications, and presentation materials for meetings and presentations.
• Maintain program calendars, schedule meetings in Outlook, set up and support meetings, and order catering and reserve conference rooms.
• Prepare various program paperwork, coordinate office moves, and assist with incoming phone calls.
• Make travel arrangements and prepare travel and business expense reports using Deltek.
• Coordinate events and training for the Strategic Business Unit and maintain the confidentiality of sensitive information.
• Represent the organizational unit in working with administrative policies and procedures, and maintain a regular, predictable work schedule and effective working relationships.

Knowledge, Skills & Abilities

• High school diploma or equivalent; each higher-level degree may substitute for 2 years of related experience.
• Extensive computer knowledge of Microsoft Office applications.
• High-level administrative skills.
• Demonstrated decision-making ability based on knowledge of organizational policies, procedures, and program requirements.
• Ability to work with considerable independence and as part of a team.
• Ability to work under pressure and handle multiple concurrent assignments.
• Ability to maintain confidentiality concerning sensitive information.

A key member of the Registrar's office, the Administrative Associate manages course scheduling, student records, and community information requests in support of a university's enrollment and academic operations. Collaborating across campus teams and with students, parents, and faculty, this role ensures data accuracy and timely resolution of inquiries in compliance with federal and state educational policy.

Core Responsibilities

• Communicate information and data to students, parents, staff, faculty, and reporting entities.
• Research and retrieve data to respond to community requests.
• Conduct activities in the Registrar's office, including those related to Course Inventory, Catalogs, and Course Scheduling.
• Coordinate the exchange of information with the campus community consistent with federal and state law and educational policy.
• Participate in and support project teams, actively engaging in meetings, training, and presentations.
• Troubleshoot customer inquiries, issues, and complaints, including follow-up contact as needed.
• Process and fulfill requests for information regarding students, courses, and degrees, and verify, enter, update, and store electronic and paper records.

Position Requirements

• Bachelor's degree with more than 1 year of administrative experience, or high school diploma/GED with 5 years of clerical experience.
• Demonstrated competency in Microsoft Office Suite with the ability to learn and apply new skills.
• Extensive experience in direct customer service, problem-solving, and related job knowledge.
• Experience with UT Mainframe, UT Room Scheduling System, Course Schedule Update forms, and Academic/Event Scheduling preferred.
• Demonstrated organizational ability, negotiation skills, and ability to work under pressure and identify and resolve problems on time.
• Ability to display tact and professionalism, and work cooperatively in a team.
• Ability to provide excellent customer service both independently and in cooperation with others.
• Experience working in a university environment and assisting individuals from diverse cultures.

The Administrative Associate leads patient greeting, pre-registration, and insurance data entry at the NC Cancer Hospital, serving as the first point of contact for all Oncology scheduled visits. The Oncology department depends on this role to maintain HIPAA-compliant patient records in EPIC and collect out-of-pocket payments accurately, enabling care teams to focus on clinical delivery.

Performance Expectations

• Greet and assist all patients, processing pre-registration standard work and checking in patients according to established protocols.
• Ensure patient demographic and billing information is accurate and enter insurance information into EPIC.
• Collect out-of-pocket expenses and various other forms of payments.
• Maintain patient rights and confidentiality in compliance with HIPAA regulations.
• Provide patients with support and guidance as needed.

Qualifications & Experience

• High school diploma or GED.
• One year of clerical or administrative experience (no experience required with Associate's or Bachelor's degree).
• Customer-focused with the ability to resolve customer problems and understand the insurance process.
• Proficiency with Microsoft Office products to produce reports and documents.
• Ability to learn and master the scheduling system.
• Receptive to feedback, accountable for meeting expected results.
• Able to use appropriate interpersonal methods to reduce conflict and find agreement.

Reporting to the Director, the Administrative Associate coordinates intake and triage of industry-sponsored clinical trials, manages database entries, and provides secretarial support to financial and contract staff within a medical department. Partnering with clinical operations teams and external visitors, this role creates a seamless, well-organized environment that enables research staff to advance trials without administrative interruption.

Scope of Work

• Handle office tasks, including filing, generating reports and presentations, setting up for meetings, and reordering supplies.
• Provide secretarial and administrative support to the Director, contract staff, and financial staff of the department.
• Manage intake and triage of all industry-sponsored clinical trials and maintain new and existing database entries.
• Screen and route phone calls, greet and assist visitors, and maintain polite and professional communication via phone, email, and mail.
• Anticipate the needs of others to ensure a seamless and positive experience.

Experience & Qualifications

• 3-5 years of medical administrative experience.
• Strong organizational skills with great attention to detail and strong multi-tasking and prioritizing skills.
• Excellent written and verbal communication skills.
• Strong interpersonal skills and a customer service focus.
• Technology savvy with experience using Microsoft Office.
• Ability to work independently and as part of a team.

Embedded within the Employee Support Programs and Services department, the Administrative Associate supports the AVP, director-level leaders, and cross-unit initiatives, including the employee recognition program and complex conference planning. Working closely with vendors, UHR administrative functions, schools, and university collaborators, this role advances department operations by managing financial transactions, correspondence, and project coordination with a high degree of independence and discretion.

Ownership Areas

• Support the AVP and ESP&S department initiatives, interacting frequently with senior leadership to consider alternatives, recommend changes, and coordinate effective resolutions while anticipating leadership needs.
• Support the employee recognition program by providing administrative support to schools and units, monitoring the budget, and processing complex financial transactions.
• Gain thorough familiarity with daily, monthly, and annual cyclical processes and priorities across all sub-units of ESP&S.
• Plan, schedule, and operate complex conferences, seminars, and events, arranging vendors, overseeing materials production and distribution, and managing events within budget.
• Manage complex calendars with limited consultation, resolve conflicts, and negotiate time commitments for the AVP using independent discretion.
• Serve as liaison to internal and external constituencies, screening and triaging correspondence and keeping department leadership informed.
• Compose correspondence, develop and edit presentations and documentation, research and analyze issues, and prepare reports and analyses.
• Manage business travel, purchases, and financial transactions in compliance with university and sponsor policies, and manage multiple projects simultaneously while tracking deadlines and action items.

Skills & Qualifications

• High school diploma and four years of relevant experience, or equivalent combination of education and experience.
• Previous administrative support experience at executive level or program management experience.
• Demonstrated high-level administrative experience with advanced computer skills and proficiency with Microsoft Office and email applications.
• Skilled experience with cloud and virtual office computing, including Google Drive, Zoom, and Slack.
• Excellent verbal and written communication skills, including drafting, editing, and proofreading.
• Excellent planning and organizational skills with the ability to take initiative and ownership of projects from planning to implementation.
• Demonstrated ability to handle sensitive issues, maintain confidentiality, and perform duties with professionalism, flexibility, discretion, judgment, diplomacy, and tact.
• Advanced ability to prioritize and manage various tasks across multiple deadlines and adapt to changing priorities.

The Administrative Associate produces purchasing records, payroll processing, and vendor payments for a technology services unit within the College of Liberal Arts, supporting approximately 200 salaried and hourly staff across expert-level university services. Reporting to the Director of Administrative Operations and working within the LAITS Admin Team, this role contributes to the uninterrupted delivery of classroom support, software development, and facility management through cross-trained administrative coverage.

Technical Responsibilities

• Purchase multimedia equipment, computers, software, and services, and manage inventory asset transfers and record keeping.
• Update purchase logs and coordinate with requesters on shipping updates.
• Process onboarding, background checks, and I-9 documentation for student employees using Workday, and manage communications regarding hourly payroll, timesheets, and semester work assignments.
• Process vendor payments, interdepartmental service charges, travel vouchers, and income deposits using UT Mainframe.
• Answer telephone calls, greet visitors, receive deliveries, and field requests from instructors, students, staff, and vendors.
• Maintain a clean and functional office with organized filing, well-stocked supplies, and operative facilities and equipment.
• Assist with business contract administration, including submitting documentation, creating contracts, and monitoring their progress from creation to execution.
• Monitor departmental calendars, provide access to software tools, and update the Wiki Resource Page and departmental website.
• Assist the building manager with day-to-day operations and the Director of Administrative Operations with assigned projects.

Education & Experience

• Bachelor's degree and one year of experience at the Administrative Assistant level, or high school diploma/GED with five years of clerical experience, including one year at the Administrative Assistant level.
• Competency with Microsoft Word, Excel, and Outlook.
• Excellent interpersonal and written communication skills.
• A professional demeanor and demonstrated attention to detail.
• Ability to multitask and manage competing priorities.
• Ability to follow directions and learn new processes.
• Ability to work proactively with minimal supervision.
• Experience with data entry, purchasing, paying invoices, hiring, onboarding, or staff management preferred.
• Experience in a university setting, managing student employees, or providing services to a university or college preferred.

Administrative Associate refines executive-level calendar management, financial transaction oversight, and event operations for the University Librarian's office at Stanford Libraries. The work directly supports the University Librarian and the broader administrative team by ensuring complex conferences, expense reimbursements, and cross-unit communications are handled with accuracy, confidentiality, and a high degree of independent judgment.

Executive Functions

• Plan and schedule complex calendars with limited consultation, resolve conflicts, and arrange travel in compliance with university and sponsor policies.
• Work collegially with the administrative support team to support the University Librarian's office, including collaborative project and event support and mutual backup coverage.
• Oversee and process complex financial transactions, including travel, P-Card, expense reimbursements, and budget statements, and research and resolve discrepancies.
• Act on behalf of the Executive member in establishing priorities and identifying and resolving administrative problems.
• Oversee and perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including vendor arrangements, materials production, logistics, and budget management.
• Compose and draft documents and correspondence for presentations, grants, conferences, and reports, performing substantial editing and fact checking, and maintaining accuracy of content across unit documents, websites, and social media.
• Create complex reports and spreadsheets using specialized software, and may lead or supervise student and temporary workers, including scheduling, assigning workloads, and reviewing work quality.

Minimum Qualifications

• High school diploma and four years of administrative experience, or equivalent combination of education and relevant experience.
• Advanced computer skills with demonstrated experience in Oracle, Microsoft Office, and Google Suite.
• Excellent organizational skills, attention to detail, and strong verbal and written communication skills.
• Excellent customer service and interpersonal skills with the ability to act with tact, diplomacy, and maintain confidentiality.
• Ability to prioritize, multi-task, exercise sound independent judgment, and take initiative and ownership of projects.
• Excellent problem-solving and analytical skills with the ability to work with a high degree of independence.
• Project management experience.