Administrative Associate for the Dean of the Ridgway College of Arts and Sciences

Position Overview:

This position will provide administrative support to the Dean of the College of Arts and    
Sciences.

Responsilibites Include:

• Planning and overseeing monthly Andiron Lecture events & other occasional events (arranging advertisement, room reservations, room setup, catering, AV setup and support, planning and mailing flyers, etc.)
• Arranging meetings, scheduling appointments, sending Outlook invitations, and maintaining the Dean’s calendar
• Assisting faculty with travel planning, travel requests, and other travel related issues
• If needed, managing grant budgets and preparing grant reports
• Managing the Arts and Sciences Dean’s Office operating budget, Ridgway Faculty              
• Excellence budget, Andiron Lecture budget, gift budget, faculty travel budget, and various other budgets
• Checking faculty load reports for statistical purposes
• Serving as second in command to the Hyde Hall building safety coordinator, which includes periodic updating of the Hyde Hall Safety Plan, coordination of team members, etc.  
• Helping the Associate Dean with various projects, communications, and tasks
• Assisting departments with various tasks when their administrative assistants are not on campus
• Preparing approximately 400 Dean’s List letters each semester  (requires mail merges)
• Gathering and archiving all of the syllabi for the College of Arts and Sciences
• Preparing, assisting with, and/or processing various electronic (and occasionally, paper forms, including, budget adjustments, requisitions for purchase orders, part time and supplemental pay requests, supplemental pay requests, contract requests for new faculty, payment requests for reimbursements and to pay vendors, etc. 
• Purchasing supplies and other items as needed, reconciling P-Card (UE credit card) and preparing P-Card reports
• Copying, filing, preparing memos, maintaining various spreadsheets, running errands, and other tasks as needed 
• Assisting Arts and Sciences faculty and administrative assistants with various tasks and questions
• Accessing the various university systems and software such as Resource Scheduler, WebUI, Informer, Self-Service, MyUE Portal, Asset Essentials, etc., to look up information as needed, to track budget expenditures, to run, export, and print various reports, and to submit various forms
• Preparation of training manual and assistance with training of administrative assistants
• Assistance with onboarding of new employees
• Taking meeting minutes and preparing minutes for distribution and archiving

Qualifications:

• Fast Typing/Keyboarding, PC Experience (Windows), Microsoft software, including Excel, Word, Outlook.
• Microsoft Teams experience

Experience with the following UE software and systems would be very beneficial:  

• Chrome River
• Self Service, including Finance Query, Procurement, and Budget to Actuals
• Self Service Course Catalog
• Informer
• Resource Scheduler
• Asset Essentials
• Lytho
• WebUI
• Workflow 

Other Information:

Minimum of Associates Degree preferred

The University of Evansville expects all members of its community to treat each other with respect and civility. Harassing behaviors directed towards any member of our community will not be tolerated. As part of its commitment to non-discrimination, the University specifically prohibits harassment based on any other characteristics set forth in its nondiscrimination statement as follows: including race, color, gender, gender identity and expression, sexual orientation, creed or religion, national origin, age, disability, veteran status and all federally protected groups/classes. Any form of harassment undermines the mission of the University and negatively impacts the University community as a whole. The University of Evansville participates in the E-Verify program.

To apply, please submit an application for employment at https://www.evansville.edu/offices/hr/employment-application-form.cfm