Administrative Associate

Job Title:

Administrative Associate Department:

FAES | Entomology-Interim

Serves as the principal administrative and operational support professional for the Department Chair and Department of Entomology. Operates with a high degree of independence, judgment, discretion, and professionalism while managing executive support functions, departmental operations, faculty affairs, communications, financial processes, facilities coordination, and strategic initiatives.

Acts as a trusted advisor to the Department Chair on administrative, operational, personnel, and policy matters. Ensures efficient day-to-day departmental operations; supports faculty, staff, students, and external stakeholders; manages confidential information; and serves as a key liaison between the department and university, college, and external constituencies.

Serves as primary administrative support to the Department Chair including management of Chair's calendar, scheduling priorities, meetings, and commitments; advises the Chair regarding university and college policies, procedures, deadlines, and administrative requirements; assists with Chair’s correspondence, and preparation of reports, meeting agendas, presentations, and briefing materials; coordinates faculty meetings, leadership meetings, retreats, and planning sessions; collects, organizes, and prepares information for annual reports and college requests;

monitors deadlines and ensures compliance with university and college requirements; serves as liaison between the Chair and faculty, staff, students, college leadership, and external stakeholders; anticipates issues and recommends solutions to support departmental priorities; represents the Chair and department in interactions with university offices and constituents.

Coordinates faculty recruitment activities, candidate visits, interviews, and search committee logistics; supports faculty appointments, annual reviews, promotion and tenure committee and processes; supports faculty committees as assigned and faculty governance activities; coordinates faculty voting processes and communications; assists with onboarding and offboarding of faculty and staff; maintains confidential personnel records and faculty-related documentation.

Directs and coordinates day-to-day administrative operations of the departmental office; serves as the primary point of contact for departmental inquiries and visitors; draft and distribute departmental communications, announcements, and informational materials to ensure consistent and professional communication on behalf of the department; coordinates departmental projects, retreats, recognition events and special assignments, including meeting logistics, room reservations, and event communications; identifies opportunities to improve departmental processes and operational efficiency;

manages building and laboratory access authorization processes; serves as Building Coordinator or backup Building Coordinator; coordinates facility maintenance requests and operational issues; oversees office space management, supplies, and equipment needs; serves as liaison with CFAES Operations and Facilities personnel.

Serves as departmental Procurement Card Manager; processes and monitors purchases, reimbursements, travel authorizations, and expense reports; ensures compliance with university purchasing and fiscal policies; coordinates travel arrangements and reimbursements for faculty, staff, and visitors, as assigned; serves as a resource regarding financial and purchasing procedures.

Represents the department on college and university committees; serves on CFAES Staff Advisory Committee and other administrative councils as assigned; participates in departmental, college, and university-wide initiatives; supports outreach, engagement, and relationship-building efforts that advance departmental goals.

High School diploma or GED. Bachelor’s or Associate degree in relevant field preferred. 4 years of…