Senior Administrative Associate

Duties/Responsibilities

• Provide direct, high level administrative support to the Vice President for Finance and Administration, with functional guidance from the Assistant Vice President for Finance and Administration.
• Manage complex executive calendars; independently prioritize requests; schedule and coordinate meetings; prepare agendas; and ensure timely preparation and follow up of meeting materials.
• Draft, edit, and format executive correspondence, reports, presentations, and official University documents with a high degree of accuracy and professionalism.
• Serve as a primary point of contact for the Office of Finance and Administration, exercising independent judgment in responding to routine inquiries and determining appropriate escalation when necessary.
• Affiliate with divisional budget planning, monitoring, and analysis, including tracking expenditures, reviewing transactions, identifying trends or discrepancies, and preparing routine financial and budget reports for executive leadership.
• Cook up procurement activities, travel arrangements, reimbursements, and contract documentation in compliance with University policies, state regulations, and established timelines.
• Maintain organized electronic and physical filing systems for sensitive financial, personnel, and administrative records, ensuring confidentiality and accessibility.
• Act as a liaison between the Division of Finance and Administration and other University departments, senior leadership, governing bodies, and external partners.
• Coordinate divisional communications, announcements, and documentation to ensure clarity, consistency, accuracy, and timeliness.
• Foster positive, professional working relationships with faculty, staff, administrators, and external stakeholders while representing divisional leadership.

Required Knowledge And Skills

• High School Diploma Or GED
• Five (5) years of progressively responsible administrative or executive support experience, preferably supporting senior leadership in a complex organizational environment.
• Demonstrated proficiency with Microsoft Office applications (Outlook, Word, Excel, PowerPoint) and other administrative or financial systems.
• Strong interpersonal, written, and verbal communication skills, including the ability to prepare, edit, and proofread professional level documents.
• Proven ability to exercise independent judgment, prioritize competing demands, and handle highly confidential and sensitive information with discretion.
• Willingness to become a Notary Public if not currently licensed.

Preferred Knowledge And Skills

• Associate or bachelor’s degree in business administration, accounting, finance, or a related field.
• Experience supporting vice presidential or cabinet level leadership in higher education or the public sector.
• Background in budgeting, accounting, financial reporting, or audit support.
• Familiarity with University enterprise, financial, or ERP systems.

Functional Requirements

• Ability to remain in a stationary position for extended periods while performing administrative and analytical duties.
• Ability to use computers and computer systems (hardware and software) to set up functions, enter data, create documents and spreadsheets, and process information.
• Ability to retrieve information from written and from computer-generated reports.
• Occasional physical access to other workstations, other departments and meeting rooms as required for coordination, events, meetings and training purposes.
• Requires sustained concentration, organization, and problem solving skills to manage multiple priorities and deadlines.
• Ability to maintain a consistently professional demeanor and effective communication while supporting executive leadership and working under time sensitive or high pressure conditions.
• Regular Work Hours/Travel Requirements: Standard work hours are Monday through Friday, 8:00 a.m. to 4:30 p.m. Occasional overtime or schedule flexibility may be required to support executive meetings, deadlines, or special projects.

About

The University of Southern Indiana is a public higher education institution located on a beautiful 1,400-acre campus in Evansville, IN. We offer employees exceptional benefits!

• Affordable medical, dental, vision, life and short term and long-term disability insurance plans.
• Retirement plan where the University makes the total contribution equivalent to 7% of annual salary.
• Full tuition fee waiver for employees/75% for spouses and dependent children.
• Accrue up to 10 paid vacation days per fiscal year – accrual increases after 4, 7, and 11 years of service

Application Process

To apply, click “Apply Now!” near the top right of this page to complete an application and upload application materials to the attention of the Search Committee Chair. Application materials should include: Resume

Contact Information

Search Committee Chair: If you have questions about the open position, please contact Jeffrey Sickman, search committee chair, at jsickman@usi.edu. Best Consideration Date: For best consideration, please submit materials by July 28, 2026.

EEO Statement

USI is an Equal Opportunity Employer as to all protected groups, including protected veterans and individuals with disabilities.