Administrative Associate III - Assistant to the Chair

Requisition: 202600288S

Occupational Category (Staff Positions Only): Technical/Para-Professional

Hiring Salary: Monthly-Staff

Department: Dept of Art

General Requirements:

Associate’s degree in related field. Four years relevant administrative assistant experience or experience in a related field. A combination of education, experience, and training that would produce the required knowledge and abilities could be considered.

Nature & Purpose of Position/Usual Duties:

Performs complex administrative and office management duties in support of the Department of Art. The position provides high-level administrative coordination for academic operations, faculty support, student services, and departmental processes, ensuring efficient daily operations and effective communication within the department and across the university.

Primary Responsibilities (Staff Positions Only):

The Administrative Associate III serves as the primary administrative support for the Department of Art, providing day-to-day coordination of academic, personnel, and office operations.

Responsibilities include:

Administrative & Office Management

Serves as the department’s main point of contact, answering phones, responding to inquiries, and assisting students, faculty, and visitors. Manages departmental correspondence, calendars, records, and files. Reviews and routes incoming mail and communications appropriately. Maintains departmental inventory and supports the annual inventory audit process.

Academic & Student Support

Assists with class scheduling, enrollment monitoring, and schedule updates in coordination with the Chair. Supports student registration processes, including overrides for prerequisites, capacity, and duplicate courses. Gathers textbook requests for bookstore ordering. Maintains academic records and enters faculty workload data in Banner and prepares and submits the department’s faculty workload report each semester in accordance with university deadlines and requirements.

Faculty & Personnel Support

Prepares faculty meeting materials, records minutes, and distributes communications. Maintains faculty files and assists with faculty hiring processes, including posting positions, coordinating applicant materials, and preparing required hiring documentation. Drafts and processes electronic payroll action forms (ePAFs) for faculty, staff, and student employees.

Student Employment & Scholarships

Posts student employment opportunities and support the hiring and onboarding of student workers. Monitors student employee time and maintains related records.

Financial & Operational Support

Supports budget preparation activities in collaboration with the Chair and designated financial staff. Serves as a backup for purchasing, requisitions, and departmental travel in accordance with university procedures.

Performs other related duties as assigned to support the effective operation of the Department of Art.