Office Associate

Job Title: Office Associate

Job Grade: AB13HDivision: Academic Affairs

Department: Sociology/Anthropology

Requisition Number: 2026-00273FTE (full-time equivalency): 100

Work Schedule: 40 hours/week

Position Summary: As an employee of the Dean's office in the College of Arts & Sciences, your responsibilities are to provide administrative support to administration, faculty and staff, including special projects, office workflow, academic support, appointments, correspondence, grant proposals, budgets, data compilation and records control. May perform duties of a sensitive and confidential nature. Requires use of independent judgment and knowledge of the department, college, and university policies. Perform a variety of duties on own responsibility under conditions where there is little opportunity for direct supervision. Will frequently assist department chairs, students, faculty, staff, and the public (community, outside reviewers, parents, visitors, etc.).

Job Duties: Responsibility Area: Administrative Support

Duties: Receive, monitor, and field telephone calls from the general public, vendors, outside media, current, and prospective students and campus personnel. Open, date, sort, and screen incoming mail. Maintain confidential records through retrieving, retaining, storing, compiling, coding, updating, distributing, and destroying files as appropriate. Keep files in an orderly manner and prepare filing system directions for other users. Maintain current list of key holders. Provide and collect keys (or request keycard access for others as appropriate. Order and purchase office supplies for departments. Ensure office equipment is in working order. Submit work orders as needed. Answer written, telephone, and in-person inquiries regarding departmental procedures. Prepare and enter faculty workload information. Assist chairs in scheduling. Provide undergraduate and graduate students support as needed such as permission numbers, and exams. Assist faculty with activities such as assigning advisors, photocopying, posting grades, submitting grade changes. Inventory equipment and supplies. May assist with website content. Other duties as assigned. Responsibility Area: Coordinate Meetings & Events

Duties: Maintain master calendars for departments. Arrange programs and meetings by scheduling classrooms, meeting rooms, issuing information, coordinating speakers, catering, and controlling event budget. Set up meetings as instructed or as required, notifying all necessary parties. Coordinate special projects and events, office activities, and committee meetings. Prepare and distribute promotional materials for events. Responsibility Area: Personnel Processing

Duties: Post requisitions and advertising. Monitor applications. Arrange applicant travel accommodations. Assist new hires with onboarding (e.g., background checks are completed, I9, W4, PDF, keys, access to electronic systems). Prepare PAFs. Prepare employees paperwork for pause, separation, and rehire. Responsibility Area: Budget/Financial Administration

Duties: Maintain, monitor, and reconcile monthly expenditures. Prepare budget-related documents for review and approval by supervisor. Keep all membership dues of various societies, organizations, and subscriptions up-to date. Assist and monitor faculty with grant management as needed. Make travel arrangements and accommodations. Prepare necessary documentation for honorarium requests and ensure timely receipt of check for speaker. Process expense reimbursements, deposits, and other financial documentation. Keep record of forms submitted. Responsibility Area: Supervising

Duties: Interview, hire, train, and supervise student workers. Prepare appropriate paperwork for Work Study/Campus Employment positions. Maintain and approve time entries. Submit and track work study reports. Responsibility Area: Other Duties

Duties: All other duties as assigned. Required and Preferred Qualifications

Required Education: High school education or equivalent

Required Experience: 2+ years of experience Required License/Certification: NARequired Additional Qualifications: NAPreferred Education: Associate's degree

Preferred Experience: NAPreferred License/Certification: NAPreferred Additional Qualifications: NACompliance Requirements Credit Check: NoMotor Vehicle Licensing Validity Check: NoPre-employment Physical Request and Assessment: NoDrug Screen: No