Senior Administrative Associate

Job Title

Office Administration and Compliance Management : Maintain a good understanding of UHD and university policies and procedures. Responsible for disseminating information and administering UHD training and resources for varied administrative functions such as, but not limited to, DocuSign, travel, official occasion expense form (OOEFs), event planning and physical inventory. Complete TABC compliance reporting, order and distribute new employee collateral, update and distribute departmental directory, manage mileage logs and maintenance requests for UHD vehicles, and back up for Census Bureau requests. Reconcile student travel cards, and Voyager gas cards. Establish goals and objectives, update guidelines, policies, and procedures.

Administrative Support : Provide administrative support to the departments executive team and staff in their units. Greet and assist guests. Answer executive office main line and route calls or take messages. Performs general typing, word processing, proofreading, editing, and data entry as well budgeting and reporting. Prepare charts, graphs, and administrative reports. Check reports or other data for accuracy.

Events and Program Support : Ensure programming and event expenditures are appropriate and approved via OOEF. Assists with departmental events, meetings, and programs; may work adjusted schedules including weekends and overtime. Prints and encodes mag stripe cards for special groups, guests, summer conferences, and temporary staff. Serves as key operator for mag stripe card printer, responsible for maintenance scheduling and supply stocking. Provides backup administrative support to UHD Associate Vice President.

Departmental Travel Planning : Processes travel arrangements (VE5s) and reimbursements (VP5s). Reconciles student travel cards, collects receipts and submits to accounting after student travel. Voyager gas cards- responsible for collecting after used for travel. Support operational needs through pickups and deliveries and pick up materials via university vehicle, public transportation, or walking. Take part in continuing education, staff training and departmental events. Support central office team members when necessary. Other related responsibilities and duties as assigned.