WHAT IS AN ADMINISTRATIVE SUPPORT ASSOCIATE ?
The Administrative Support Associate role involves providing comprehensive support to faculty, students, and staff, addressing inquiries professionally, and managing various administrative tasks efficiently. Responsibilities include coordinating logistics, overseeing office operations, and supporting departmental programs and events. The position requires strong organizational skills, effective communication, and the ability to multitask in a dynamic educational environment.
Need-to-Know Overview of an Administrative Support Associate
1. Administrative Support Associate Duties and Responsibilities
- Effectively assist faculty, students, and staff.
- Responds to questions and resolves issues in a professional and respectful manner.
- Exam production: copying exams/quizzes and collating/stuffing/counting.
- Prepare and submit travel paperwork, processes Direct Pay Requests for reimbursement or payment, and request voucher codes for local hotel reservations.
- Hire, train, and supervise front office work-study, student employees.
- Coordinate room reservations and handle distribution of keys, maintain a key log and building access list.
- Order textbooks for faculty and collects syllabi from faculty.
- Handle catering for various departmental activities.
- Assist with REU-NanoSURE summer program (collects student applications, processes stipends, maintains accurate participant spreadsheet).
- Compile materials for faculty year-end reporting.
- Work with the Office Manager to make sure all faculty and student needs are met.
- Assist Assistant Student Coordinator and Assistant Graduate Coordinator when needed.
- Complete tasks within deadlines.
- Assist with seminar preparation (creates and distributes flyers, emails invitations to faculty/staff/students, collects information from speakers, sets up and picks up drinks/snacks, and reserves hotel rooms).
- Sort, distribute mail and record management.
- Maintain an accurate and updated procedural manual with detailed step-by-step instructions for various office and administrative responsibilities.
- Serve as a resource for those using copier/printer and scanner.
- Orders supplies for copier and supply cabinet.
- Record, compile and summarize data using an established format.
- Maintains knowledge of the university, college and department policies and procedures and important dates.
- Distributesadvising worksheets and Change of Major forms, and make advisor assignment changes in Banner.
- Update Chemistry Academic Calendar.
- Prepare for upcoming events and activities as needed.
- Serve as Backup for Registration requests and keep the spreadsheet updated.
2. Administrative Support Associate Skills, Experience, and Qualifications
- Relevant college degree, or equivalent combination of education and experience.
- Relevant office operations and project management experience.
- Necessary Licenses or Certifications
- Strong administration experience
- Telecommunications proficiency along with email, web and chat communication.
- Excellent communication skills (written and verbal)
- Reliability and self initiative.
- Ability to adapt to a changing environment and handle multiple priorities.
- Proficient in information research (Insights and analytical skills)
- Experience in Project Management and QuickBooks is a plus.
- Experience working with faculty in a university or college to ensure that their departmental and teaching needs are met in a timely and efficient manner.
- Experience working with travel and making hotel and airline reservations.
- Proficient with Microsoft Word, Excel and Google/Gmail, 25Live classroom scheduling, Archibus, e-procurement system, Connect, ePAFs, and Banner Student.
- Organizational skills and accurate data entry skills.
- Ability to function professionally with frequent interruptions and deadlines.