Administrative Associate

Title: Administrative Associate

Division: Finance and Administration

Department: Facility Operations and Planning

FLSA Status: Non-Exempt

Salary Range: Grade 6: $14.56/hour

EEO Job Group: 5 E5

Position Summary

The University of Southern Indiana is accepting applications for Administrative Associate.

Manages the administrative and financial processes of Facilities including preparing time sheets and associated records for submittal to payroll for Staff, Student Workers and Administrators; work request system software daily, scheduled and periodical duties; transactions, contracting, credit cards, and purchasing processing; chargebacks of work requests and vehicle mileage to campus departments; reconciliation of invoices; filing of Facility information; and information requests from campus, vendors and the public; provide administrative support to the Director of Facility Operations and Planning, and the Facility’s Planning Department.

Duties/Responsibilities 

• Supervises and works collaboratively with the Senior Administrative Assistant (SAA) and Student Workers..
  
  
• Serve as the administrator for the CMMS Work Request System which receives over 10,000 work requests annually. Assist the SAA in initially processing submitted work requests, assigning work requests to departments, creating scheduled reports, entering new staff information to provide log-in IDs assigning the proper level of system access, closing out work requests, etc. Assist the USI Community with using the system to enter work requests and receiving/providing updates on their requests.
  
  
• Create and maintain a digital, central filing system for which all Facility’s files. Arrange for all paper files to be digitized and filed as funds allow. Train Facility’s staff how to access the system.
  
  
• Maintain budget records for all departments within Facilities Operations and Planning, serve as department budget primary contact, track expenses.
  
  
• Create monthly Chargeback Report. Gather edit and correct, or send for correcting, work requests to be charged to other University entities. Process chargeback report and submit by due dates.
  
  
• Responsible for the timely collection, initiation, and submission of all documents and forms required to initiate personnel changes and new hires.
  
  
• Control, submit, and review all documents for bidding and awarding purchases required to be bid.
  
  
• Responsible for staff and administrator payroll preparation. Prepare paperwork as required by Payroll. Assist supervisors in tracking employee sick time usage and requests for new employees.
  
  
• Maintain inventory of program supplies, materials, and resources, and order new supplies as needed.
  
  
• Maintain the Construction Project Schedule spreadsheet showing construction updates, account numbers, budget, and status.
  
  
• Review invoices to design firms and construction companies during projects. Track change orders, payments to design and construction companies.
  
  
• Responsible for processing all aspects of purchases including but not limited to contacting vendors to gather costs and pertinent information for requisitions, invoices, change orders and receiving reports, create appropriate forms, data entry, and release purchase orders. Serve as a liaison between vendors and employees.
  
  
• Perform online search for furniture, interiors projects for comparable projects at leading universities, materials and colors used, and costs.
  
  
• Prepare submit report on construction change orders for each Board of Trustees meeting.
  
  
• Provide excellent customer service to everyone within the USI Community and all guests. Respond to phone calls, voicemail messages, and e-mail messages for Facility Operations and Planning. Route requests for information to the appropriate person or department. Assist and greet in-person visitors, guests, and students in a friendly and professional manner. Make determination of emergency situations and employ necessary and appropriate assistance as needed.
  
  
• Coordinate completion of project close-out process including completion of Punch List, submittal of operations manuals and as-built drawings, sign off from customer and Planning, and last payment to design and construction firms.
  
  
• Manage the continual improvement of the Facility web site.
  
  
• Use specific software for creating evacuation maps for new and remodeled buildings.
  
  
• Create and maintain pivot tables, spreadsheets, charts and graphs on various staff and facility in