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Administrative Associate I
Memphis, United States
Campus Location Main Campus (Memphis, TN) Position Number TBD Category Staff (Hourly/Monthly) Department Student Engagement Minimum Position Qualifications
Bachelor’s degree and two (2) years of appropriate experience. Relevant experience may substitute for required education.
Special Conditions
First consideration given to University of Memphis employees.
Work Schedule
Monday – Friday
8:00 a.m. – 4:30 p.m.
May need to work/travel beyond normal work schedule
Posting Date 10/15/2025 Closing Date 10/21/2025 Open Until Screening Begins Hiring Range $43,888 - $46,000 per year Full-Time/Part-Time Full-Time: Benefits Eligible Working Conditions
8:00 a.m. – 4:30 p.m.
May need to work/travel beyond normal work schedule
While performing the duties of this job, the employee is regularly required to sit; use hands to handle, or feel; and talk or hear. The employee frequently is required to stand, walk, and reach with hands and arms. The employee is occasionally required to stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision.
Additional Working Conditions Special Instructions to Applicants
All applications must be submitted online at workforum.memphis.edu.
Applicants must complete all applicable sections of the online application to be considered for a position. Please upload a cover letter, resume, and reference list after completing your application, if required by the system. Required work experience is based on full time hours. Part time work experience will be prorated as listed.
Applicants must complete all applicable sections of the online application to be considered for a position. Please upload a cover letter, resume, and reference list after completing your application, if required by the system. Required work experience is based on full time hours. Part time work experience will be prorated as listed.
Candidates who are called for an interview must notify the Department of Human Resources in writing of any reasonable accommodation needed prior to the date of the interview.
Is this posting for UofM employees only? Yes Positions Supervised Knowledge, Skills, and Abilities
- Strong Microsoft Office software, specifically Excel and Outlook.
- Knowledge in the operation of a variety of office equipment including, personal computers, telephones and copiers.
- Ability to effectively communicate both orally and in writing.
- Ability to work well with people throughout campus.
- Highly organized with the ability to prioritize multiple tasks.
Reporting directly to the AVP for Student Engagement, the Administrative Associate will support and serve the Student Engagement Community of Practice which includes:
The Administrative Professional serves as the operational backbone of the Student Engagement area, providing essential coordination, compliance oversight, and administrative support for student organizations and campus engagement initiatives. This position plays a critical role in maintaining a vibrant, well-organized co-curricular environment that supports student development, engagement, and retention. The Administrative Professional will also work closely with the Division of Student Affairs Business Officer to ensure alignment with divisional processes and fiscal procedures.
Benefits of Employment (Applies to full-time, non-police employees only)- Student Leadership and Involvement
- Center for Service Learning and Volunteerism
- Veteran and Military Student Support
- Office of First-Generation Student Success
- Student Government Association
- Recognized Student Organizations (RSOs)
- QEP Coordination
The Administrative Professional serves as the operational backbone of the Student Engagement area, providing essential coordination, compliance oversight, and administrative support for student organizations and campus engagement initiatives. This position plays a critical role in maintaining a vibrant, well-organized co-curricular environment that supports student development, engagement, and retention. The Administrative Professional will also work closely with the Division of Student Affairs Business Officer to ensure alignment with divisional processes and fiscal procedures.
Job Duties
Duties & Responsibilities
Financial Support:
- Plays a pivotal role in Student Engagement’s (SE) commitment to operational excellence and customer service.
- Works directly with the Student Government Association (SGA) and other Recognized Student Organization (RSO) leaders to manage contracts, purchasing, travel, and the administration of Student Activity Fee (SAF) allocations.
- Supervises the daily financial operations of the University of Memphis Student Government Association (SGA) and the Division of Student Affairs’ Student Engagement area.
- Monitors expenses, processes reimbursements and refunds for students and staff, and ensures the completion of all required financial forms, including estimating office needs and operating requirements for budget and purchasing purposes.
- Trains RSO leadership in the responsible and effective stewardship of financial resources.
- Provides financial oversight for the six offices within the Student Engagement Community of Practice.
- Oversees and approves purchasing, accounting, and travel-related functions for Student Engagement.
- Recommends adjustments to current and base budgets based on operational needs and spending trends.
- Compiles data to generate various reports that support the Assistant Vice President for Student Engagement (AVPSE) and directors within Student Engagement.
- Monitors all departmental accounts and expenditures, and reviews and approves invoices to ensure financial accuracy and compliance.
Duties & Responsibilities
Operational Oversight:
- Produces, processes, and monitors performance and other contracts, including all accompanying documentation, for over 100 contractual agreements annually.
- Tracks and routes contracts; processes vendor payments; and communicates directly with contracted vendors to ensure receipt of all required documentation and signatures.
- Completes all required forms to ensure vendor compliance and adherence to University procurement guidelines.
- Supports student coding in University record management systems to accurately track and report student success outcomes and key performance indicators
- Assists Recognized Student Organizations (RSOs) in maintaining accurate membership and leadership records within Tiger Zone.
- Provides support for student coding in Banner and other systems, including managing and updating student group rosters.
Duties & Responsibilities
Office Management:
- Receives incoming phone calls and visitors, provides information, takes messages, screens requests on behalf of professional staff, and refers inquiries to the appropriate person or department as needed.
- Provides clerical and logistical support for the Student Government Association (SGA), RSOs, and the Student Engagement area.
- Reads and reviews incoming mail and distributes correspondence to the appropriate person or department.
- Ensures the security and confidentiality of sensitive information at all times.
- Monitors and maintains the inventory of supplies, forms, and other materials, and initiates the ordering process when necessary.
- Maintains updated website content and supports the management of online registration and payment processes for programs such as Frosh Camp and Parent and Family Weekend.
- Coordinates scheduling for the Student Engagement conference room, manages the calendar for the Assistant Vice President for Student Engagement, and oversees reservations for student organization meeting spaces within the Student Engagement area.
- Manages appointment paperwork and electronic contracts for graduate assistants, student employees, and student leaders receiving stipends, as well as students performing contract work for Student Engagement departments.
- Assists RSOs in understanding policies related to space utilization and in completing appropriate reservations and event procedures.
Duties & Responsibilities
Perform additional responsibilities as assigned to support departmental and divisional goals.
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