Senior Administrative Associate

Position Summary

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 advance 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.

Title: Senior Administrative Associate

Division: Finance and Administration

Department: Finance and Administration

FLSA Status: Non-Exempt

Salary Range: Grade 7: $16.02/hour

Position Summary

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 advance 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.

The role requires a high degree of independence, sound judgment, discretion, and confidentiality. The Senior Administrative Associate routinely represents Finance and Administration in coordinating activities across the University and with external stakeholders, supports executive decision-making, and ensures administrative processes align with institutional priorities, policies, and regulatory requirements.

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.

Financial and Operational Oversight

• Assist 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.
• Coordinate procurement activities, travel arrangements, reimbursements, and contract documentation in compliance with University policies, state regulations, and established timelines.
• Monitor accounts, encumbrances, and invoices to ensure fiscal accuracy, timely approvals, and proper documentation.

Strategic Coordination and Compliance

• Support divisional strategic initiatives, audits, and special projects by gathering and analyzing data, preparing materials, coordinating timelines, and tracking deliverables.
• Assist with records retention, compliance reporting, and audit preparation in accordance with University policies and regulatory requirements.
• Maintain organized electronic and physical filing systems for sensitive financial, personnel, and administrative records, ensuring confidentiality and accessibility.

Institutional Liaison and Communication

• 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.

Additional Responsibilities

• Maintain divisional organizational charts, contact lists, and key administrative documentation.
• Coordinate or support meetings, events, and engagements involving external agencies, boards, or committees as assigned.
• Perform other duties as assigned in support of the Division of Finance and Administration and the University’s mission.

Required Knowledge And Skills

• High School Diploma Or GED Required.
• 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…