Administrative Assistant

VISA sponsorship is not available for this position. All candidates must be eligible to work and live in the U.S

Graduation from high school and one year of related office experience; or an equivalent combination of education and experience. Diplomas or degrees must be received from appropriately accredited institutions.

The Department of Sustainable Technology and the Built Environment, part of the College of Fine and Applied Arts, offers programs in sustainable design, construction science, renewable energy, and emerging technologies. Known for its innovative research and commitment to environmental stewardship, the Department fosters a culture of inquiry, discovery, and innovation and hands-on learning that connects theory with practice and local challenges with global solutions. We serve both undergraduate and graduate students through experiential and service-based education.

We seek an Administrative Assistant who will play a vital role in supporting the Department's mission and the Department Chair. This position manages a range of administrative functions including budget and P-Card reconciliation, travel and procurement processing, personnel record keeping, payroll entry, public-facing communications, and calendar coordination. The role requires a high degree of independence, professionalism, and attention to detail.

Duties and responsibilities of the position may include but are not limited to the following:

Monday - Friday; 8:00 am - 5:00 pm

To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.

Budgeting: Maintains and reconciles multiple budgets for the department. Is responsible for departmental purchasing. Makes recommendations to the chair regarding the use and distribution of funds. In conjunction with the administrator, advises subordinate units on fiscal matters such as budget planning, budget analysis, and funding sources. Manages the overall budget for the administrator by reporting expenditures and allocation of funds and sources on a regular basis. Interprets and applies all aspects of purchasing policies and procedures as well as special funds accounting for grants. Communicates and interprets necessary budget information with CFAA, controller, purchasing, department coordinators, the chair and other campus offices

Problem Solving: Develops recommendations and/or independently resolves unprecedented issues and problems. Interprets policies and procedures to resolve problem, participates in solution development with other work units, and explains policy to faculty. Serves as a resource for others in resolving unprecedented, non-standard issues and problems. Assumes responsibilities for and manages the results of decisions. Interprets and completely understands when to refer complex problems to the chair.

Communication-Verbal: Applies knowledge of programs, policies and procedures to interpret and communicate information to meet specific needs of staff and clients. Demonstrates the ability to work with confidential and sensitive information.

Communication-Written: Composes written communication with guidance using standard formats. Composes correspondence involving program or operational procedures independently from general instructions or brief summaries. May design and modify recruiting materials for programs.

Information/Records Administration: Records, compiles and summarizes data using established format. Compiles and organizes information from different sources to develop reports and data.

Knowledge-Program: Understands programs and services to apply this knowledge in problem-solving and responding to most questions and inquiries. Uses program knowledge to interface with other offices and organizations. Provides assistance to students with class registration, course permits, course adds/drops and assigns program advisors. Applies knowledge of University textbook policies in relation to faculty textbook order requirements. Applies knowledge of University policies to process university forms, process banner payroll and perform e-verifications.

Please attach required documents: