Senior Administrative Associate

About the role

The Senior Administrative Associate serves as a senior-level partner to the Vice President for Finance and Administration and the Assistant Vice President for Finance and Administration. This position provides advanced administrative, operational, and analytical support to division leadership and plays a critical role in ensuring the effective coordination of executive activities, financial operations, and strategic initiatives.

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.
• Maintain divisional organizational charts, contact lists, and key administrative documentation.
• Cook up or support meetings, events, and engagements involving external agencies, boards, or committees as assigned.

Qualifications

• 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.

Skills

• 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.

Benefits

Benefits for this position include:

• 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/spouses and dependent children.
• Accrue up to 10 paid vacation days per fiscal year – accrual increases after 4, 7, and 11 years of service.