Administrative Associate III, Academic Affairs - UT Southern (Pulaski, TN)

Administrative Associate III, Academic Affairs - UT Southern (Pulaski, TN)
MR 06

Responsible for performing general administrative support tasks by following established policies and procedures. Competencies for this role are usually gained through specialized or on-the-job training. Provides executive-level administrative support under limited supervision. Tasks are diverse and require judgment and are guided by outcomes, principles, and standards. Sets objectives for own work, and uses discretion to make decisions within delegated authority. Interprets situations and proactively recognizes and solves problems. Modifies procedures to effectively solve problems. Supervises and develops procedures for office activities. Independently handles sensitive issues that requires coordination with others. Responds to requests and follows up with
others on behalf of supervisor. Advises supervisor of items of importance for each meeting. Monitors outcomes and deadlines. Prioritizes and assigns work of others. Oversees office operations. Communicates and Coordinates with supervisor.

Office Support:

• Provides front-line customer service, greets visitors, answers phones, responds to email inquiries, and distributes mail.
• Compiles and prepares documents, reports, folders, and charts.
• Maintains office supply inventory.
• Enters information from human resources, financial, or student information systems.
• Maintains reports, documentation, and operational or procedural manuals.
• Creates, updates, and submits communication materials for review.
• Tracks and compiles data; researches and prepares reports.
• Interacts with supply and service vendors and serves as point of contact for space, equipment, or facility issues.
• Coordinates with other departments in response to technical needs or to resolve problems.
• Provides customer service to internal and external stakeholders.
• Manages calendars which often require coordination with other staff.
• Informs supervisor of potentially controversial matters or other key issues.
• Prepares materials for meetings.
• Works with confidential and time-sensitive materials.
• Prepares correspondence and reports.
• Provides work direction to others

Logistical Support:

• Schedules and organizes meetings including recording and distributing minutes.
• Provides logistical support for meetings and events; including space for class sessions and exams.
• Coordinates and books travel plans and creates itineraries.

Human Resources Support:

• Supports onboarding of new employees.
• Delivers training.
• Provides support for faculty searches.

Successful candidate will hold a high school diploma or GED and five (5) years of relevant experience, or an equivalent combination of education, training and experience.

The candidate will have:

• Knowledge of related procedures and systems.
• Computer skills.
• Customer service skills.
• Interpersonal and communication skills.
• Ability to work effectively with a wide range of constituents in a diverse community.
• Ability to gather data, compile information, and prepare reports.
• Ability to use tact and discretion when dealing with a variety of issues.

The preferred candidate will have an Associate's or Bachelor's degree.