Academic Technical Assistant

Compensation Type: Hourly | Employment Type: Regular

Position Summary

The Academic Administrative Assistant provides administrative support for faculty, administrators, and students within their academic school, promoting a supportive learning environment. Depending upon departmental needs, Academic Technical Assistants fulfill specialized support roles as part of a team. The specialized support role of an Academic Technical Assistant can include budget management and purchasing, travel coordination, payroll and compensation, faculty leave management, academic course scheduling, etc.

Responsibilities

• Payroll and Compensation Coordinator:
  • Enter faculty course loads and compensation data into Workday, ensuring accuracy and generating Period Activity Pay (PAP).
  • Coordinate faculty teaching intent forms and communication with human resources.
  • Process department-approved course releases and project compensations, including collecting official agreements and tracking project outcomes.
  • Monitor and audit faculty leave requests, verify course schedules and office hours against leave requests before submission to supervisors.
  • Track professional development hours for part-time faculty and process One-Time Payments for substitute assignments and supplemental pay.
  • Track and record class cancellations.
• Budget and Purchasing Coordinator:
  • Coordinate accounting activities and prepare internal reports.
  • Participate in budget planning.
  • Establish purchase orders.
  • Monitor department purchases, costs, and invoices.
  • Maintain inventory processes and procedures for the school.
• Travel Coordinator:
  • Obtain travel information from faculty and staff and prepare spend authorization in Workday.
  • Work with approved travel agents to book airfare and lodging for traveler.
  • Obtain necessary approvals for hotel rates above approved amount, rental car use, etc.
  • Complete conference registration for traveler.
  • Ensure travelers understand rules and regulations of travel and receipt reimbursement.
  • Collect receipts and enter spend authorization in Workday for reimbursement after travel.
• Communications Coordinator:
  • Manage reception desk.
  • Collect and record FT/PT office assignments.
  • Maintain office equipment – copiers, telephones, printers, etc.
  • General communications to faculty and students.
  • General duties and tasks – computer and key dispersant.
  • Inventory and supplies recordkeeping.
• Academic Course Scheduling Coordinator:
  • Support the development of academic course schedules.
  • Coordinate approval of course schedules with faculty.
  • Process necessary changes to the course schedule.
  • Assist with scheduling rooms for non-course needs.
• Perform other related administrative duties as assigned by department leadership, which could include backup coverage of reception desk.

Requirements

• High school diploma or equivalent AND up to two (2) years of related experience OR Associate’s degree.

Qualifications

• Experience providing administrative or office support in a professional setting.
• Experience with purchasing, budget tracking, or other financial administrative tasks.
• Proficiency with Microsoft Office applications and common office technology.
• Customer service experience.

Pay

$16.20–$20.24 per hour