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Title: Senior Administrative Associate

Division: Student Affairs

Department: Student Life

FLSA Status: Non-Exempt

Salary Range: Grade 7: $16.02/hour

EEO Job Group: 5 E6

Position Summary

The Senior Administrative Associate for Student Life serves as the welcoming face of the department, greeting visitors, students, faculty, and staff while providing comprehensive administrative support to the Director of Student Life. This role combines front-office responsibilities including scheduling, office support coordination, and managing office resources with specialized technical functions such as Banner reporting, budget management, payroll processing, and departmental contracting to ensure smooth, efficient departmental operations.

Duties/Responsibilities 

Direct Administrative Support (40%)
Provide high-level administrative support to the Director of Student Life
Manage complex calendars, scheduling meetings, appointments, and events while proactively identifying and resolving scheduling conflicts
Monitor and manage email inboxes for the Student Life office, responding to routine inquiries, flagging priority messages, and drafting correspondence as needed
Coordinate internal and external meetings including room reservations, technology setup, catering arrangements, and preparation of materials
Prepare agendas, meeting materials, presentations, and reports for leadership meetings, campus committees, and strategic planning sessions
Take detailed meeting minutes and track action items, following up with appropriate parties to ensure timely completion of deliverables
Coordinate travel arrangements for Student Life staff, accommodations, ground transportation, and conference registrations
Process travel expense reports and reimbursements in compliance with university policies and procedures
Maintain confidential files, records, and sensitive information with appropriate discretion and security
Screen phone calls and visitors for both offices, determining priority and appropriate routing or resolution
Serve as liaison between leadership and campus stakeholders including students, faculty, staff, parents, and external partners
Anticipate needs and proactively address administrative tasks to maximize efficiency and effectiveness for both administrators
Office Management (30%)
Manage Student Life conference room(s) reservations coordinating scheduling and room setup needs
Serve as the welcoming first point of contact for Student Life, greeting visitors and directing them appropriately
Manage front desk operations including answering phone, responding to general inquiries, and providing information about university operations
Serve as additional supervisor to undergraduate student assistant staff
Coordinate reception area maintenance, ensuring a professional, organized, and student-friendly environment
Maintain and replenish office supply inventory, including the supplies for the printers and copiers in all areas of the department. Coordinate the purchasing of office giveaways and other materials.
Prepare payrolls within the department, including full-time administrators and student employees.
Coordinate the processes for new staff, including requesting IT Access, ordering keys, supplies, nametags, door tags, etc.
Manage special projects assigned, including research, data compilation, and coordination of departmental initiatives
Student Life Departmental Support (30%)
Work with the Student Life staff in updating and maintaining fraternity and sorority membership rosters in Banner. Also update records of involvement in Banner for, including but not limited to, Leadership Program participants, Leadership Scholars, Student Government Association members, and Activities Programming Board members.
Assist in the processing of funds awarded to student organizations from the Student Organization Activity Funds, including but not limited to purchase requisitions, supply orders, print requisitions, and credit card purchases.
Process all paid registrations for Student Life programs, including sending confirmations. Programs include but are not limited to leadership programs/retreats, ticketed events, and promotional item sales. Maintain accurate records of attendees and all required information and documentation required.
Provide support to staff in the administration and execution of programs and services provided by Student Life. These programs include, but not limited to Activities Programming Board events, Fraternity/Sorority Life programs, O'Daniel Leadership Academy programs, Service Programs, Welcome Week programs, Homecoming/Traditions, SpringFest, and department sponsored programming, and student organization programming and activities.
Manage sensitive and confidential information in adherence to university policies, FERPA, Campus Security Authority, and other compliance requirements.
Represent Student Life at internal and external events as directed.
Other duties as required or assigned

Required Knowledge and Skills

• Associate's Degree from an accredited higher education institution.
  
• Maintains strong organizational, time management, and written and verbal communication skills.
  
• Adapts quickly to changes in priorities and office needs.
  
• Adheres to a professional demeanor and welcoming to students and visitors.
  
• Manage multiple tasks simultaneously and prioritize departmental needs.
  
• Working knowledge of Microsoft Office Suite and virtual meeting platforms (Zoom, Teams, etc.).
  
• Comfortable learning new skills and technology.
  
• Ability to work independently with limited supervision at times; exercising sound judgement and initiative.
  
• Knowledge of office management, data assessment, financial management, and administrative tasks.

Preferred Knowledge and Skills

• Bachelor's Degree from an accredited higher education institution.
  
• Experience working with college students in a higher education setting.
  

Functional Requirements

• Remaining in a stationary position at a desk or workstation for part of the time for the assigned duties.
  
• Proficient use of computers and computer systems (software and hardware) to set up functions, enter data, obtain information, process information and create documents. Must be able to use computer-generated reports to extract and process information.
  
• The presentation of a consistently professional demeanor at all times, even in difficult, negative or frustrating situations.
  
• The application of effective diplomatic and interpersonal communication skills in all settings.
  
• Effective problem solving and the presentation of a professional demeanor while meeting deadlines and responding to departmental and student needs, even during demanding conditions such as multiple priorities and short-notice deadlines.
  
• Extensive physical movement, and physical manipulation of loads up to 20 pounds, in preparation for and throughout events to oversee activities, make presentations, and interact with staff, faculty, and students (dependent upon current staff availability, this may be a preference rather than requirement of the position).

Regular Work Hours/Travel Requirements

• Standard office hours are Monday through Friday 8:00 a.m. to 4:30 p.m.
  
• Occasional overtime required for special functions and events or to meet various deadlines.
  
• Minimal travel may be required occasionally.

About USI           

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! 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/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

For more information about the benefits that USI offers, please visit www.usi.edu/hr/benefits.

• Resume

Pre-Employment Screening

A background check will be required for employment in this position.

Authorization to Work in the United States

USI will not sponsor an employment-related visa for this position.

Interview Accommodations

Persons with disabilities requiring accommodations in the application and interview process please contact the Associate Director of Human Resources, Constance Hermann, at cjhermann1@usi.edu or (812) 461-5363. Contacting the Associate Director of Human Resources is intended for use in seeking disability-related accommodations only. For general applicant inquiries, contact Human Resources at HumanRes@usi.edu or (812) 464-1815.

EEO Statement

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