Senior Administrative Associate

Title: Senior Administrative Associate

Division: Finance and Administration

Department: Business Office

FLSA Status: Non-Exempt

Salary Range: Grade 7: $15.78/hour

EEO Job Group: 5 E5

Position Summary

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

Support operations of the University Business Office through the coordination of processes, projects, meetings, and events; the retention and maintenance of financial records; the monitoring of financial activities; the recording of financial transactions; and the completion of other administrative duties.

Duties/Responsibilities 

• Greet visitors to the Business Office. Evaluate needs and provide assistance according to established procedures. Refer customers to other employees, offices, or resources according to guidelines provided by Business Office directors.
  
  
• Receive and route telephone calls to Business Office staff. Refer callers to appropriate employee or office. Record telephone messages, including name, full telephone number, and nature of the call for Business Office staff. Transmit telephone messages to appropriate parties through email.
  
  
• Receive incoming mail. Distribute to appropriate University Business Office employees through designated mailboxes. Deliver incoming payments to Bursar’s Office immediately to protect University assets. Safeguard confidential and sensitive information.
  
  
• Maintain official Business Office records, including digital and paper files, according to the requirements of the State of Indiana, University Archives, and related Business Office policies.
  
  
• Prepare payroll recaps for the Business Office. Collect time and attendance data from employees. Obtain approval from direct supervisors and financial managers. Submit approved time to Payroll as required.
  
  
• Coordinate the cancellation of lost checks payable to students, employees, and vendors. Communicate with payees in person, by telephone, and in writing. Submit online stop payment requests through bank website. Notify appropriate University Business Office staff to void check in University records.
  
  
• Coordinate routing, approval, and return of required bank documents for investments, new accounts and changes to existing accounts. Ensure secure transmission of documents to safeguard University assets. Maintain secure and accurate repository of bank documents for audit and reference purposes.
  
  
• Manage University Business Office supply inventory. Monitor inventory levels and budget availability. Solicit staff input and submit orders to ensure the effective, efficient, and timely acquisition of materials.
  
  
• Manage University Business Office computer and equipment inventory. Maintain database of employee computer assignments and acquisition dates. Procure replacement computer equipment annually through approved University process according to schedule approved by Assistant Vice President for Finance and Administration and Assistant Treasurer.
  
  
• Coordinate the acquisition of all supplies, services, and equipment for University Business Office. Submit electronic purchase requisitions. Review Accounts Payable invoice reports and submit payment recommendation to appropriate Business Office financial manager. Allocate procurement and travel card charges as required by Accounts Payable as requested by University Business Office cardholders.
  
  
• Prepare Payment Notifications to record bond principal payments, bond interest payments, and related fees from bond trustee invoices and associated documents. Enter related journal entries as requested.
  
  
• Prepare Payment Notifications for various University Business Office expenses paid outside the standard Accounts Payable process. Send to appropriate financial manager for approval.
  
  
• Coordinate publication of annual financial and budget reports. Submit orders for printed reports to Creative and Print. Proofread report drafts and compare with source documents to confirm accuracy. Identify and resolve exceptions. Update list of internal and external recipients annually to ensure timely and accurate delivery of reports to stakeholders.
  
  
• Coordinate repairs and maintenance for University Business Office equipment and facilities. Maintain inventory of related supplies to sustain uninterrupted operations. Train new employees on printer, copier and fax machine policies and procedures.
  
  
• Review monthly University Business Office telecommunication reports. Identify exceptions and work with Information Technology and Univ