Administrative Associate - Auburn University at Montgomery

Position Information

Vacancy Number: S-01179 Position Title: Administrative Associate Classification Title: Administrative Associate Department: Central Advising Employment Type: Full-Time Special Instructions to Applicants:

Auburn University at Montgomery reserves the right once interviewing has begun to stop accepting applications.

Duties and Responsibilities:

Located in University College, the mission of the Office of Central Advising is to educate, empower, and support students as they discover and pursue their personal, professional, and academic goals, and to promote the development of excellence in advising across campus.

The Administrative Associate plays an important role in fulfilling Central Advising's mission by ensuring the front office operates efficiently and effectively. Key responsibilities include scheduling appointments, managing phone and email communications, and maintaining accurate records.

Additionally, this position involves coordinating advising events, executing purchasing and reconciliation processes, interfacing with other campus offices to promote student success, and assisting the Director and Associate Director with various administrative tasks. This position reports to the Director of Central Advising.

Responsibilities

Front-office Operations (80%)

• Foster a welcoming atmosphere through excellent customer service, ambiance, and positive interactions.

• Oversee daily front-office operations, including processing student forms, opening and closing the office, and maintaining accurate student records.

• Supervise the waiting room and manage scheduling for walk-in and scheduled advising appointments to ensure efficient service.

• Monitor and direct phone calls and email inquiries to the appropriate advisors and departments.

• Coordinate office supply inventory and manage purchase orders as needed.

• Initiate and track maintenance requests using the Track-It system.

• Coordinate Central Advising events, such as workshops, registration fairs, and information sessions. This includes promoting events with the Marketing team and managing room reservations with Conference Services.

• Collect and maintain accurate fiscal and statistical records; assist with report preparation and data entry.

• Prepare, proofread, and/or draft correspondence for supervisory staff.

Enrollment & Retention Support (20%)

• Assist with inquiries sent to advisinghelp@aum.edu and centraladvising@aum.edu, following up to ensure timely resolutions.

• Support enrollment and retention initiatives, including call campaigns and proactive outreach to recently admitted and continuing students, and track student responses.

• Act as a liaison between students, advisors, and other departments to facilitate efficient support.

Knowledge, Skills, and Abilities:

• Knowledge of applicable University practices and procedures

• Knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

• Strong organizational skills

• Strong problem-solving skills

• Excellent verbal and written communication skills

• Ability to learn university software (Banner, Argos, Advisortrac, CRM Advise, Tigerbuy, etc.).

• Ability to multitask and prioritize in a fast-paced environment.

• Ability to interact effectively with a diverse student and staff population.

• Ability to review materials and identify discrepancies or mistakes

• Ability to handle confidential information with discretion and professionalism.

• Ability to troubleshoot daily office issues independently.

Minimum Qualifications:

Minimum Qualifications

High school diploma and two (2) years clerical/administrative experience. Relevant education may be substituted for experience requirement.

Preferred Qualifications

Bachelor's Degree and experience working in higher education or academic support services office.

Job Open Date: 10/08/2024 This posting will remain open until closed: Yes Job Close Date: About the University/College

Located in Alabama's vibrant state capital, Auburn University at Montgomery is a fast-growing university on the rise. Don't just take our word for it: The Princeton Review rates us as one of the best colleges in the Southeast, while U.S. News & World Report recently ranked us No. 22 among regional universities in the South for the quality of undergraduate teaching and 38th among all public institutions in the region.

Auburn University at Montgomery is an equal opportunity employer committed to excellence through diversity; therefore, we encourage applications from historically underrepresented groups, veterans, and individuals with disabilities.

Quick Link https://www.jobs.aum.edu/postings/6942 Position Profile Link

Applicant Documents

Required Documents

• Cover Letter

• Resume

• Professional Reference Sheet