Administrative Associate

Posting Details

Position Information

Job Category Staff

Position Title Administrative Associate Working Title Administrative Associate--Physical Plant Scheduled Hours Per Week 37.5 FLSA Status Non-Exempt

Job Summary

Job Summary

The Administrative Associate position supports the administrative functions of the Physical Plant Department and is responsible for all administrative duties required for the day to day operations of the department.

This position performs their duties with limited supervision, is responsible for all receiving, communicating and filing of each type of communication concerning the operation of the department with vendors, state agencies, architects, engineers, other state colleges, university inter-campus and external customers. Responsible for all duties required for the accuracy of all department P-Card purchases and monthly bank reconciliation. Assist inventory clerk with deliveries and assets inventory. This position requires extreme confidentiality.

Duties and Responsibilities

Duty/Responsibility

The Administrative Associate is responsible for providing high-level administrative support to the department, with limited supervision. Responsibilities support the achievement of departmental goals and objectives and typically involve knowledge and protection of confidential and business limited information. This position exercises judgement in prioritizing, planning own work within time, process and results requirements: has some flexibility to modify workflow based on need and circumstances. Problems and decisions faced in this position address non-routine questions and situations often requiring investigation and/or research of precedents. Errors could easily result in moderate costs and, more important, inconveniences within the affected areas

% of Time Duty/Responsibility

Represents the department as administrative liaison and responds to routine and non-routine inquires.

Utilizes department and/or university policies, practices, and procedures to answer questions and resolve problems and issues.

Transcribes called in work-orders using established work order system to appropriate trade(s) personnel.

Coordinates special events requests from other departments and out-side groups and assigns work orders appropriately.

Edits documents, presentations and may compose basic correspondences.

Coordinates mailing and/or email distribution.

Creates and oversees departmental files, database and reports.

Maintains office supplies and inventory.

% of Time Duty/Responsibility

Sets up accounts, tracks budgets, compiles requisition forms with related invoices/receipts, scans purchasing documents and reconciles monthly bank statements of the Director, Assistant Director and Department's Mechanic.

Records vehicle/van reservations and communicate with Department's Mechanic on upcoming reservations and reported vehicle problems.

Serve as the University Fleet Coordinator, maintaining all fleet records and completing all reports required by the State for Fleet Management.

Performs other job related duties as assigned.

Supervises and oversees the work of assigned student employee.

Performs accounts payable duties for maintenance contracts.

% of Time

Education/Knowledge

Minimum Education Associate's

Required Licenses/Certification

Required: Associate's, Vocational or Technical School degree in Office Administration, Business, Accounting, or a related field. Preferred: Bachelor degree

Valid and current driver's license.

Required Skills

Required Experience

Type of experience Needed Over two years and up to three years of directly related work experience

Amount of Experience Needed (Months/Years) Over 2 Years, up to 3 years

Posting Detail Information

Close Date

Open Until Filled Yes Additional Information

Concord University is a small public, comprehensive institution with an enrollment of around 1800 students. The University is located in a scenic, small-town setting in the mountains of southern West Virginia with access to year-round outdoor recreation activities. While life is slower in the Appalachians, Athens is within driving distance to metropolitan areas in West Virginia, Virginia, North Carolina, and Washington, DC.

Concord has a strong commitment to the principle of diversity and in that spirit seeks a broad representation of candidates including women, minorities, veterans, and individuals with disabilities.

Applications will only be accepted through Concord University's online application site at https: // jobs.concord.edu/. Review of applications will begin immediately and will continue until the position is filled.

Salary is commensurate with education and experience.

Concord University is an Equal Opportunity/Affirmative Action Employer and encourages all qualified candidates to apply.

Quick Link to Posting https: // jobs.concord.edu/postings/2093

Posting Supplemental Questions

Required fields are indicated with an asterisk ().

Applicant Documents

Required Documents

Resume

Cover Letter

Optional Documents

Other Document