Administrative Associate, Provost’s Office

About the Role

Reporting to the Associate Director of Administration, the Administrative Associate provides high-level administrative, financial, operational, and office management support across the Office of the Provost. This role is a key partner to the Finance & Administration team, supporting Provosts and senior leaders with efficient, responsive, and professional day-to-day operations. A portion of time will be devoted to providing floating administrative coverage to other provostial units due to shifting workloads, organizational growth, and coverage needs. The Administrative Associate serves as a primary point of contact, ensuring projects, priorities, and daily operations move forward efficiently and on schedule.

Responsibilities

• Supports provostial initiatives (e.g., ASCEND; Planetary Solutions).
• Coordinates meetings and committees with internal and external stakeholders; prepares materials and manages meeting logistics.
• Maintains website updates and assists with community engagement efforts such as university-wide meetings, events, and the annual reception.
• Prepares financial forms, processes routine transactions, and assists with financial tracking and analysis for program leaders and the Finance & Administration team.
• Assists with the review and tracking of MOUs and research agreements by gathering required documentation and securing institutional approvals.
• Oversees the administrative and financial management of budgets, research agreements, and contracts throughout the award lifecycle.
• Tracks account balances, approves expenditures, and processes payments to vendors and suppliers.
• Manages purchasing and payment transactions such as P-card expenses, purchase orders, and supplier invoice/check requests.
• Supports hiring and onboarding activities, including assisting with the hiring and training of new office administrators, as needed.
• Performs a variety of activities related to managing the daily operations of a unit, including human resources planning, information technology, financial reporting, facility planning, research support, and compliance.
• Administers the administrative and fiscal activities of the assigned unit; serves as liaison between the unit and other University administrative offices.
• Assigns administrative support to various functions of the unit; monitors activities of staff to ensure timely completion of assigned work.
• Prepares and monitors budgets, financial forecasts, and financial analyses, including actual vs. budgeted performance.
• Plans the use of facilities in the assigned department, including office space, work stations, equipment, technology needs, inventory, and office supplies.
• Plans and facilitates training sessions for the department when new policies or practices are adopted.
• Ensures compliance with University and federal health and safety regulations as they apply to the unit.
• Initiates, plans, and develops administrative policies for the assigned unit.
• Contributes to long-range administrative planning for the assigned unit.
• Implements University and departmental policies as they pertain to the administrative function of the unit.
• Supervises and leads staff.
• May perform other duties as assigned.

Requirements

• Bachelor’s Degree in a related field and four years of experience or an equivalent combination of education and related experience.

Skills

Required Skills and Abilities

• Exceptional interpersonal skills; proven ability to work collegially, discretely, and effectively with people from all levels of the organization.
• Demonstrated ability to work both independently and collaboratively with diverse teams and stakeholders.
• Demonstrated ability to take initiative, multitask, follow through on assigned tasks, meet deadlines, and manage complex tasks in a fast-paced environment.
• Highly effective organizational and problem-solving skills, sound judgment, and the ability to coordinate shifting priorities and maintain flexibility.
• Excellent written and verbal communication skills.
• Exceptional attention to detail and a commitment to accuracy and quality.
• Demonstrated proficiency with Microsoft Office programs, including Word, Excel, and PowerPoint, as well as Outlook and Zoom.
• Ability to learn new software and programs.

Preferred Skills and Abilities

• Proven success in an administrative support role, preferably within a large, complex organization or academic setting.
• Demonstrated experience planning and supporting meetings and events, including scheduling, logistics, materials preparation, and follow-up.

Pay

Salary range: $65,000.00 - $101,000.00.

Schedule

• Time Type: Full time
• Work Model: Hybrid