Administrative Associate

Title: Administrative Associate

Division: Student Affairs

Department: Multicultural Center

FLSA Status: Non-Exempt

Salary Range: Grade 6: $14.34/hour

EEO Job Group: 5 E6

Position Summary

Provide administrative support for the Executive Director and the Multicultural Center (MCC) team for the implementation of programs and services offered on campus and throughout the Evansville community.

Duties/Responsibilities 

• Provide excellent customer service and receptionist responsibilities by answering questions and directing customers to appropriate staff members or offices on campus. Answer the telephone, answer questions and ensure customers are routed to the appropriate staff members or departments across campus; review and respond to department emails, and maintain a professional and courteous attitude while interfacing with students, faculty, staff, and the community. Responsible for overseeing the lounge area in the MCC.
  
  
• Provide administrative assistance to the Executive Director of the Multicultural Center and Multicultural Center staff.
  
  
• Manage the Executive Director’s calendar, scheduling meetings with both internal and external constituents, arranging location, catering and A/V equipment.
  
  
• Assist with planning and coordinating internal and external events. Schedule rooms and facilities for on-campus MCC events with the Special Events and Scheduling services staff and makes some decisions regarding event details in the absence of office staff. Attends events as needed to assist with set-up.
  
  
• Prepare various requisitions, requests forms, work orders, and order office supplies. Reconcile budgets and prepare expense reports. Coordinate and prepare all travel paperwork for all staff and students within the Center.
  
  
• Compose emails and written correspondence with students, USI community, family members and tri-state community including proofing and editing.
  
  
• Prepare agendas, prepare and distribute committee meeting minutes and special reports as needed, which could include data and charts. Coordinate committee information requests and referrals. Ensure timely mailings and maintain paper and/or electronic department files for MCC committees.
  
  
• Assist with the management/preparation of items for approval and routing.
  
  
• Attend scheduled planned meetings and programs with the Multicultural Center team as requested.
  
  
• Assist with any tasks related to student summer and/or early arrival programs.
  
  
• Assist with the collection of statistics and the production of analytical reports designed to promote and improve the planning of MCC programs and services at USI and the community. Prepare post-evaluations of all Multicultural Center programs by debriefing, summarizing, tallying data and producing standard reports.
  
  
• Assist with the design, selection, screening and production of brochures, flyers, publications, newsletters, mailings and presentation materials (web based and hard copy) developed to promote events sponsored by the Multicultural Center and its co-sponsors.
  
  
• Participate in the development, publishing and generation of ideas for the Multicultural Center website.
  
  
• Maintain and manage all of MCC’s social media pages.
  
  
• Conduct telephone and written surveys for the Multicultural Center programs and other related topics of interest. Provide a summary of results.
  
  
• Supervise MCC student workers and determine their work assignments. May provide feedback or input for the department’s student worker interview and hiring process.
  
  
• Receive MCC program fee payments in the form of check or cash, and process deposits for the USI Business Office.
  
  
• Responsible for authorizing and facilitating program and department purchases using MCC PNC purchasing cards. Reconciles monthly credit card statements and prepares statements for fiscal agent approval.
  
  
• Prepare departmental payroll forms and paperwork for student workers and other University employees.
  
  
• Maintain student database and coordinate birthday and special occasion mailings to students.
  
  
• Assist in the administration of the MCC library by processing the essential paperwork required to check out and to receive books. Review and audit the MCC library inventory; maintain and update library register. Responsible for follow up with students regarding books and library materials that are not returned on a timely basis.
  
  
• Participate in University and Student Affairs comm