What are the responsibilities and job description for the Administrative Associate II position at The University of Memphis Rudi E. Scheidt School of Music?
Posting Details
Posting Information
Posting Number SAECC4080 Advertised Title Administrative Associate II Campus Location Main Campus (Memphis, TN) Position Number 016770 Category Staff (Hourly/Monthly) Department Civil Engineering Minimum Position Qualifications
Bachelor’s degree and two (2) years of administrative office work experience. Relevant experience may substitute for the required education.
Special Conditions
The department is especially interested in candidates with higher education work experience.
Work Schedule
Monday – Friday
8:00 a.m. – 4:30 p.m.
This position may require extended hours during peak periods
Posting Date 01/10/2025 Closing Date Open Until Screening Begins Yes Hiring Range $50,000 - $55,000 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 Knowledge, Skills, and Abilities
Ability to implement and develop internal office procedures to ensure the office is run with efficiency.
Ability to coordinate and maintain the calendar for the office.
Knowledge of office systems.
Additional Position Information Benefits of Employment (Applies to full-time, non-police employees only)
Job Duties
Duties & Responsibilities
Financial Management (not grant/contract related): Prepares and approves financial documents; manages operating budgets: department accounts, revenue accounts, grant accounts, foundation accounts; utilizes Banner Self Service, Banner Admin Pages, Banner E-print, Matrix, and Tigerbuy. Reviews forms for compliance; records maintenance for TigerBuy; investigates and resolves any accounting discrepancies. Evaluate and recommend or implements improvements in cost control practices; analyze and interpret financial data and other information. Monitor and maintain inventory of supplies, reordering as necessary; research and evaluates major purchases and make recommendations regarding purchase. Assists in preparing the budget by forecasting the department’s operating requirements, monitoring expenses, preparing forms and documentation for expenditures, and preparing any necessarily related reports.
Duties & Responsibilities
Administrative/Clerical Support: Maintain supervisor’s calendar; schedule meetings and events by making reservation/rental/audiovisual/catering arrangements. Record, prepare, and distribute departmental meeting minutes. Reserves space usingEMSsystem. Order supplies, equipment, and maintenance using the TigerBuy system. Submits monthly copier meter readings; records maintenance for all faculty, student, and employee files. Maintain key inventory by ordering keys using theWORQsystem, issuing keys to personnel, and collecting keys upon personnel departure. Administrators purchase cards; coordinate a search for student worker employees, interview candidates, and arrange work schedules. Make travel arrangements for faculty, students, and visitors; prepares documents for non-domestic employees and students.
Duties & Responsibilities
Human Resource (non-faculty): Utilizes Banner Admin Pages for HR matters. Prepares appointment contracts for non-faculty employees and adjunct faculty; assists supervisor with or organizes non-faculty searches; prepares and enters graduate assistant e-contracts. Approve graduate assistant e-contracts. Reviews ARGOS system for accuracy of graduate assistant e-contracts and EPAFs. Approves timesheets and leave reports. Prepares personnel forms for payroll, recruiting, and new hire actions; internship coordinator. Advises staff on financial, technical, and operational matters.
Duties & Responsibilities
Faculty Admin Service (faculty): Compose candidate schedules from arrival to departure; Make travel arrangements. Prepare Faculty and Postdoctoral Fellow new hire appointment paperwork and re-appointment paperwork. Review new faculty contracts for accuracy. Prepare Part-Time instruction appointment contracts; prepare documents for non-domestic faculty. Ensure completion of all documentation and collection of all documents.
Duties & Responsibilities
Faculty Support: Assists faculty with travel pre-authorizations, cash reimbursements, meal reimbursement and travel claims using Chrome River; Prepares faculty summer compensation e-Contracts; prepares incentive pay compensation forms; prepares documents for non-domestic faculty, employees, and students. Assists in the tenure and promotion process; provides guidance in the adherence to University, state, and federal policies and regulations; Assists with effort certification as needed.
Duties & Responsibilities
Student Support: Clear advising flags and issue permits using the Banner system. Enters student travel purchase orders in Banner and coordinates the completion of travel claims.
Duties & Responsibilities
Technology Management: Prepare surveys; gather data and assists with analyzing data; maintains alumni database.
Duties & Responsibilities
Grant/Contracts Financial Management: Manage and monitor grant budgets utilizing Banner, Admin Pages, and Researcher Dashboard systems. Monitor personnel splits and grant recovery; prepares salary redistribution requests; monitor faculty startup budgets and expenditures; monitor Indirect cost recovery departmental and multiple faculty accounts; request and coordinate advance accounts and cost share accounts as needed. Prepares cost transfers. Monitors expenses and prepares requests for fee waivers for graduate assistants. Analyzes and interprets financial data and other information.
Duties & Responsibilities
Special Events: Make arrangements for the departmental yearly banquet, seminars, and external speakers including registrations, catering, space requirements, travel, honorarium payments, and event advertisements.
Duties & Responsibilities
Responds to inquiries from internal and external customers; conduct research as necessary and compose an appropriate response. Serves as an information resource to internal staff and outside departments; provides advice and counsel; assists faculty, staff, and students with complex inquiries, problems, or projects that require independent judgment and interpretation of policies and procedures. Assists in the development and implementation of internal operating procedures enforces rules and regulations and ensures the smooth flow of operations; takes corrective action when needed.
Duties & Responsibilities
Other duties as assigned.
Supplemental Questions
Required fields are indicated with an asterisk (*).
Required Documents
Posting Information
Posting Number SAECC4080 Advertised Title Administrative Associate II Campus Location Main Campus (Memphis, TN) Position Number 016770 Category Staff (Hourly/Monthly) Department Civil Engineering Minimum Position Qualifications
Bachelor’s degree and two (2) years of administrative office work experience. Relevant experience may substitute for the required education.
Special Conditions
The department is especially interested in candidates with higher education work experience.
Work Schedule
Monday – Friday
8:00 a.m. – 4:30 p.m.
This position may require extended hours during peak periods
Posting Date 01/10/2025 Closing Date Open Until Screening Begins Yes Hiring Range $50,000 - $55,000 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 Knowledge, Skills, and Abilities
Ability to implement and develop internal office procedures to ensure the office is run with efficiency.
Ability to coordinate and maintain the calendar for the office.
Knowledge of office systems.
Additional Position Information Benefits of Employment (Applies to full-time, non-police employees only)
Job Duties
Duties & Responsibilities
Financial Management (not grant/contract related): Prepares and approves financial documents; manages operating budgets: department accounts, revenue accounts, grant accounts, foundation accounts; utilizes Banner Self Service, Banner Admin Pages, Banner E-print, Matrix, and Tigerbuy. Reviews forms for compliance; records maintenance for TigerBuy; investigates and resolves any accounting discrepancies. Evaluate and recommend or implements improvements in cost control practices; analyze and interpret financial data and other information. Monitor and maintain inventory of supplies, reordering as necessary; research and evaluates major purchases and make recommendations regarding purchase. Assists in preparing the budget by forecasting the department’s operating requirements, monitoring expenses, preparing forms and documentation for expenditures, and preparing any necessarily related reports.
Duties & Responsibilities
Administrative/Clerical Support: Maintain supervisor’s calendar; schedule meetings and events by making reservation/rental/audiovisual/catering arrangements. Record, prepare, and distribute departmental meeting minutes. Reserves space usingEMSsystem. Order supplies, equipment, and maintenance using the TigerBuy system. Submits monthly copier meter readings; records maintenance for all faculty, student, and employee files. Maintain key inventory by ordering keys using theWORQsystem, issuing keys to personnel, and collecting keys upon personnel departure. Administrators purchase cards; coordinate a search for student worker employees, interview candidates, and arrange work schedules. Make travel arrangements for faculty, students, and visitors; prepares documents for non-domestic employees and students.
Duties & Responsibilities
Human Resource (non-faculty): Utilizes Banner Admin Pages for HR matters. Prepares appointment contracts for non-faculty employees and adjunct faculty; assists supervisor with or organizes non-faculty searches; prepares and enters graduate assistant e-contracts. Approve graduate assistant e-contracts. Reviews ARGOS system for accuracy of graduate assistant e-contracts and EPAFs. Approves timesheets and leave reports. Prepares personnel forms for payroll, recruiting, and new hire actions; internship coordinator. Advises staff on financial, technical, and operational matters.
Duties & Responsibilities
Faculty Admin Service (faculty): Compose candidate schedules from arrival to departure; Make travel arrangements. Prepare Faculty and Postdoctoral Fellow new hire appointment paperwork and re-appointment paperwork. Review new faculty contracts for accuracy. Prepare Part-Time instruction appointment contracts; prepare documents for non-domestic faculty. Ensure completion of all documentation and collection of all documents.
Duties & Responsibilities
Faculty Support: Assists faculty with travel pre-authorizations, cash reimbursements, meal reimbursement and travel claims using Chrome River; Prepares faculty summer compensation e-Contracts; prepares incentive pay compensation forms; prepares documents for non-domestic faculty, employees, and students. Assists in the tenure and promotion process; provides guidance in the adherence to University, state, and federal policies and regulations; Assists with effort certification as needed.
Duties & Responsibilities
Student Support: Clear advising flags and issue permits using the Banner system. Enters student travel purchase orders in Banner and coordinates the completion of travel claims.
Duties & Responsibilities
Technology Management: Prepare surveys; gather data and assists with analyzing data; maintains alumni database.
Duties & Responsibilities
Grant/Contracts Financial Management: Manage and monitor grant budgets utilizing Banner, Admin Pages, and Researcher Dashboard systems. Monitor personnel splits and grant recovery; prepares salary redistribution requests; monitor faculty startup budgets and expenditures; monitor Indirect cost recovery departmental and multiple faculty accounts; request and coordinate advance accounts and cost share accounts as needed. Prepares cost transfers. Monitors expenses and prepares requests for fee waivers for graduate assistants. Analyzes and interprets financial data and other information.
Duties & Responsibilities
Special Events: Make arrangements for the departmental yearly banquet, seminars, and external speakers including registrations, catering, space requirements, travel, honorarium payments, and event advertisements.
Duties & Responsibilities
Responds to inquiries from internal and external customers; conduct research as necessary and compose an appropriate response. Serves as an information resource to internal staff and outside departments; provides advice and counsel; assists faculty, staff, and students with complex inquiries, problems, or projects that require independent judgment and interpretation of policies and procedures. Assists in the development and implementation of internal operating procedures enforces rules and regulations and ensures the smooth flow of operations; takes corrective action when needed.
Duties & Responsibilities
Other duties as assigned.
Supplemental Questions
Required fields are indicated with an asterisk (*).
- * Describe your administrative work experience. (Open Ended Question)
- * Describe your student and financial Banner work experience. (Open Ended Question)
Required Documents
- Resume
- Cover Letter
- References List
Salary : $50,000 - $55,000
Administrative Associate I
The University of Memphis Rudi E. Scheidt School of Music -
Memphis, TN
