Administrative Associate

The office administrative support person is a front line office position providing customer service in the academic department’s main office. This position is expected to identify and seek solutions for administrative problems within the department and to recommend new procedures to organize/improve workflow. Under the direction of the department administrator, the primary responsibility of the academic department administrative associate is to execute the day-to-day administrative operations of the department, guide the faculty through university policy and procedure, and perform a variety of general office/clerical duties on a daily basis.

COMMUNICATIONS
Internal communication in person, by phone, electronic, and in writing with faculty, staff, and students. External communication in person, by phone, electronic, and in writing with other institutions’ faculty, staff, and students, as well as visitors and outside vendors.

CUSTOMER SERVICE
Respond and initiate personal contact, emails, phone calls, faxes, and letters to internal faculty, staff, and students as well other institutions’ representatives and outside vendors. Cultivate communication through professionalism, tact, and confidentiality.

Special Schedule Requirements
This is a full-time position, specific schedule to be determined during hiring process, and will allow for a remote work arrangement in accordance with the University’s Remote Work Guidelines and Policies for Staff.

EEOC Statement
Illinois Institute of Technology is an EEO /AA/Title VI/Title IX/Section 504/ ADA / ADEA employer dedicated to building a community of excellence, equity, inclusion and diversity. It is committed to fostering an inclusive environment and actively seeks applications from individuals of all backgrounds and identities regardless of race, color, sex, marital status, religion, national origin, disability, age, unfavorable discharge from the military, status as a protected veteran, sexual orientation including gender identity and expression, order of protection status, and/or genetic information. All qualified applicants will receive equal consideration for employment.

Qualifications

Education & Experience
Four-year college degree with one year of experience related to the position, or an equivalent combination of education & experience preferred.

Knowledge & Skills
Intermediate proficiency in Microsoft Word, Excel, Outlook, Google Apps, and on-line meeting platforms (e.g., Zoom). Ability to learn other software such as Banner and BuyIT. Demonstrated ability to maintain budgets. Excellent physical and electronic organization skills. High level of professionalism, interpersonal skills, and customer service.

SUPERVISION & BUDGET AUTHORITY
There is no supervisory authority and no budget authority pertaining to this position.

Physical Environment and Requirements
Normal office environment. Ability to work at a computer for at least 75% of the time. Ability to lift 20 lbs. Capability to walk short distances.

Certifications and Licenses

List any certifications or licenses that are either required or helpful in performing the job, designating whether required or preferred.
None

Key Responsibilities

Key Responsibility
Enter purchase requisitions, be MMAE department’s point of contact for Purchasing Department, and hold a departmental procurement card. Collaborate with design and laboratory courses instructors and students to purchase projects supplies and keep budgets. Purchase office and classroom supplies and equipment.

Percentage Of Time
30

Key Responsibility
Process the hiring of undergraduate students, including EPAF forms, interfacing with the Student Accounting Office, and approving timesheets. Process purchase and travel reimbursements for faculty and students. Provide support to Chair and Department Administrator on financial matters, including maintaining updated records for account transactions and balances, such as laboratory fees.

Percentage Of Time
30

Key Responsibility

MMAE liaison with Facilities Department. Maintain and manage departmental space and key assignments, including onboarding of new faculty and staff space, equipment, and furniture in cooperation with the Chair. Oversee key deposits and reimbursements.

Percentage Of Time
30

Key Responsibility
Support day-to-day MMAE operations. Perform other related duties as needed or assigned.

Percentage Of Time
10

Posting Information

Work Hours
Regular office hours – 8:30 am to 5 pm with lunch break

Position Category
Full Time

Posting Date
05/15/2023

Closing Date

Posted Until Filled
Yes

Quicklink for Posting
https://iit7.peopleadmin.com/postings/9604