What are the responsibilities and job description for the Administrative Assistant position at usm?
Special Instructions to Applicants
Applicants must be currently authorized to work in the United States on a full-time basis without the need for visa sponsorship. The University will not sponsor applicants for work visas (e.g., H-1B).
Job Summary
This position serves a vital role in the day-to-day operations of the three offices housed within the Center for International Education: Study Abroad, International Student and Scholar Services, and International Admissions. This position provides operational, budgetary, and programmatic support. S/he prepares and maintains financial records and ensures compliance with related university policies in the execution of these duties.
Primary Duties and Responsibilities
- Maintains and reconciles 25-30 budgets including payroll. Executes and reconciles all transactions made with Procurement Cards. Prepares and processes budgetary forms (Purchase Orders, Reimbursements, Interdepartmental Invoices, non-scholarship Foundation expenses).
- Coordinates and processes international and domestic Permissions to Travel and Travel Vouchers for staff and faculty who are leading study abroad programs, participating in conferences, and conducting site visits. Processes hiring paperwork including Personnel Action Forms, tax forms, and payments for consortium faculty teaching on USM programs abroad.
- Exercises fiscal responsibility for the collection and processing of program deposits, payments, and refunds. Coordinates new vendor set-up including the collection of required documents related to taxes and accounts payable forms. Processes vendor payments. Responsible for the purchase of commodities, equipment, repairs and contractual service activities.
- Processes catering orders and space reservations. Maintains CIE vehicles (maintenance, inventory, registration, charging, and re-fueling). Updates staff permissions related to driving USM vehicles. Maintains conference room calendar and Microsoft Outlook Groups.
- Answers phone, greets visitors, and collects mail. Enters work orders and liaises with the Physical Plant. Serves as the point of contact for inventory and coordinates annual inventory audits for the Center for International Education and performs other duties as assigned.
