Administrative Associate, Provost’s Office

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Overview

Reporting to the Associate Director of Administration, the Administrative Associate provides high-level administrative, financial, operational, and office management support across the Office of the Provost. This role is a key partner to the Finance & Administration team, supporting Provosts and senior leaders with efficient, responsive, and professional day-to-day operations. A portion of time will be devoted to providing floating administrative coverage to other provostial units due to shifting workloads, organizational growth, and coverage needs.

The Administrative Associate serves as a primary point of contact, ensuring projects, priorities, and daily operations move forward efficiently and on schedule. Responsibilities include supporting provostial initiatives (e.g., ASCEND; Planetary Solutions); coordinating meetings and committees with internal and external stakeholders; preparing materials and managing meeting logistics; maintaining website updates; and assisting with community engagement efforts such as university-wide meetings, events, and the annual reception. This role also supports program leaders and the Finance & Administration team by preparing financial forms, processing routine transactions, and assisting with financial tracking and analysis.

In addition, the Administrative Associate supports essential business and financial processes for the team. This includes assisting with the review and tracking of MOUs and research agreements by gathering required documentation and securing institutional approvals; overseeing the administrative and financial management of budgets, research agreements, and contracts throughout the award lifecycle; tracking account balances; approving expenditures and processing payments to vendors and suppliers; and managing purchasing and payment transactions such as P-card expenses, purchase orders, and supplier invoice/check requests. The Administrative Associate may also support hiring and onboarding activities, including assisting with the hiring and training of new office administrators, as needed.

Required Skills and Abilities
1. Exceptional interpersonal skills; proven ability to work collegially, discretely and effectively with people from all levels of the organization. Demonstrated ability to work both independently and collaboratively with diverse teams and stakeholders.
2. Demonstrated ability to take initiative, multitask, follow through on assigned tasks, meet deadlines, and manage complex tasks in a fast-paced environment.
3. Highly effective organizational and problem-solving skills, sound judgment, and the ability to coordinate shifting priorities and maintain flexibility.
4. Excellent written and verbal communication skills. Exceptional attention to detail and a commitment to accuracy and quality.
5. Demonstrated proficiency with Microsoft Office programs, including Word, Excel, and PowerPoint as well as Outlook and Zoom. Ability to learn new software and programs.

Preferred Skills and Abilities

1. Proven success in an administrative support role, preferably within a large, complex organization or academic setting.

2. Demonstrated experience planning and supporting meetings and events, including scheduling, logistics, materials preparation, and follow-up.

Principal Responsibilities

1. Performs a variety of activities related to managing the daily operations of a unit including human resources planning, information technology, financial reporting, facility planning, research support, and compliance among other functions for a unit. 2. Administers the administrative and fiscal activities of the assigned unit; serves as liaison between the assigned unit and other University administrative offices. 3. Assigns administrative support to various functions of the unit; monitors activities of staff to ensure timely completion of assigned work. 4. Prepares and monitors budgets, financial forecasts, and financial analyses and the actual vs. budgeted performance. 5. Plans the use of facilities in the assigned department including office space, work stations, equipment, technology needs, inventory, and office supplies. 6. Plans and facilitates training sessions for the department when new policies or practices are adopted. 7. Ensures compliance with University and federal health and safety regulations as they apply to the unit. 8. Initiates, plans and develops administrative policies for the a