Administrative Associate -Vice Chancellor Finance

Job Summary / Essential Job Functions

The Administrative Associate 4 works in the Shared Services area of the Finance and Administration division of the Executive Vice Chancellor (EVC). The position assists with clerical, administrative and logistical activities for offices including EVC, Safety Affairs, Space Planning & Utilization, ITS, Access & Compliance, Human Resources, Contracts, Centralized Business Office, Campus Police, Financial Planning and Financial Budget, Fiscal Operations and Financial Strategy.

• Provides clerical and administrative support to all areas reporting to the EVC for Finance and Administration.
• Coordinates electronic scheduling of conference rooms; readies conference rooms for meetings by establishing Zoom and conference calls; schedules meetings, appointments, and maintains calendars.
• Coordinates flow of documents and ensures efficient processing and timely dissemination.
• Oversees the travel and entertainment arrangements for designated persons in EVC areas and official guests; coordinates with travel agencies to reserve plane flights, hotel rooms and rental cars.
• Attends unit meetings, compiles minutes, creates priority steps, and provides feedback and reminders to attendees.
• Oversees maintenance and repair needs of offices; enters work requests in Archibus and provides oversight of pending projects.
• Maintains various databases for the unit office (computers, space inventory); tracks locations of all computers both in the office and those checked out for home use.
• Assists in publishing the “Bottom Line” Newsletter and other campus-wide communications as directed.
• Provides administrative assistance for special or ongoing projects.
• Performs other duties as assigned.

Minimum Requirements:

Education:

High School Diploma or GED (Transcript required).

Experience:

Five (5) years of upper-level administrative support experience; or Bachelor’s Degree and one (1) year of work-related experience; or Associate’s Degree and three (3) years of work-related experience.

• Proficiency in financial systems.
• Excellent computer skills in Microsoft Office Suites including Outlook, Word, PowerPoint, and Excel.
• Excellent interpersonal, oral, and written communication skills.
• Ability to prioritize work and maintain confidentiality.
• Skill in developing correspondence and proofreading for accuracy with high attention to detail.
• Ability to work independently as well as collaboratively.

On campus Monday through Friday 8:00 am – 5:00 pm. This position is not eligible for a remote or hybrid schedule. This position may occasionally be required to work evenings.

Memphis, Tennessee.

Business & Finance Campus/Institute Memphis.