Administrative Assistant/Budget Manager for Academic Affairs

ALLEN UNIVERSITY

JOB TITLE:            Administrative Assistant & Budget Manager       

SUPERVISOR:    Provost and Vice President of Academic Affairs

DIVISION:             Academic Affairs

POSITION DESCRIPTION: Reporting to Provost and Vice President of Academic Affairs, the administrative assistant performs and carries out a variety of clerical and administrative duties that support the overall efficiency and operations for academic affairs.   

ESSENTIAL FUNCTIONS:

Budget Manager

•              Serves as the primary administrative assistant and budget manager for academic affairs and its corresponding divisions, departments and units.

•              Input and update a variety of data in an assigned institutional system; establish and maintain automated records and files; initiate queries, develop spreadsheets and generate various computerized lists, forms and reports as requested; assure accuracy of input and output data.

•              Performs a variety of clerical accounting duties as required; calculate, prepare, verify and revise accounting and budgetary data; process and update accounts with income and expenditures; create purchase requisitions; collect, receive and account for various fees and monies as assigned; prepare and follow up related billings.

•              Monitors budgets and related expenditures; assist in assuring expenditures do not exceed established budget limitations as assigned.

Designs, create and distributes all contracts, works collaboratively with human resources and fiscal affairs on academic budget matters.

Office Liaison

•    Demonstrates effective communication skills. Receives, screens and routes calls, email and correspondence to appropriate offices; schedule and arrange appointments, conferences, meetings, as well as travel for the Vice President of Academic Affairs.

•     Interfaces with the public; providing appropriate guidance and assistance to appropriate staff; responds to inquiries and provide information and assistance related to program or department operations, services, activities, standards, processes, timelines, policies and procedures.

·     Represents the Office of Academic Affairs on governance committees and institutional planning matters.

Other Essential Functions

Maintains knowledge of institutional policy, procedure

•              Coordinates and attend meetings, compiles and prepares agenda items and other required information and materials; arrange facilities, services and equipment as needed; take, transcribe and distribute minutes as directed.

•              Receives, sorts and distributes departmental mail, departmental box items, e-mail, packages and materials as required; compose replies independently as assigned; contact others to request documents as needed; prepare outgoing mail and materials for distribution.

•              Monitors inventory levels of office and designated supplies; order, receive and maintain appropriate levels of inventory; process requisitions according to established procedures.

·     Performs other duties as assigned.

MINIMUM QUALIFICATIONS: 

·     Education – Earned bachelor’s degree from an accredited institution.

·     Experience - Two years of related work experience; Computer proficiency in Microsoft and Outlook Products; High-level customer service experience.

·     Ability to use a higher education ERP (Enterprise Resource Planning) system such as Jenzabar, Ellucian, Banner, etc.

KNOWLEDGE/SKILLS/ABILITIES: 

·     Maintain confidentiality of sensitive and/or privileged information by assuring security and appropriateness of both verbal and written communications.

·     Communicate effectively both orally and in writing

·     Work independently with little direction and ability to meet deadlines

·     High level of organization skills.

·     Ability to work some nights and weekends