Administrative Associate 3-Preventive Medicine

Market Range:  06        

Hiring Salary: $19.67/Hourly 

JOB SUMMARY/ESSENTIAL JOB FUNCTIONS:  Under the direction of the Director, the Administrative Associate 3 executes daily administrative and operational activities for the Department of Preventive Medicine and Radiation Oncology. This position’s responsibilities include operations, purchase orders, contract management, equipment inventory, and financial management.

1. Ensures invoice payments and transfer vouchers are processed.
2. Reviews and approves invoice payments in the financial system.
3. Prepares financial reports as requested.
4. Reconciles gift cards and prepares transfer vouchers for processing.
5. Attends various meetings, provides appropriate guidelines for improving the process, and identifies opportunities for enhancement in the department.
6. Reconciles procurement cards and travel cards for accuracy of charges and proper general ledger account.
7. Serves as backup for the Financial Coordinator, Accounting Assistant, and Administrative Coordinator.
8. Initiates appropriate contract documents (payables or receivables) for business vendors.
9. Processes requisitions and Non-Compete Justifications (NCJ), if applicable, for special purchases that contain restrictive terms and conditions; assists faculty with procuring resources.
10. Routes contracts through the ESM system; ensures compliance with contract/procurement policy.
11. Tracks inventory purchases in the department and maintains the department's equipment database.
12. Performs other duties as assigned.

Minimum Requirements:

EDUCATION: High School Diploma or GED. (TRANSCRIPT REQUIRED)

EXPERIENCE: Four (4) years of related experience preferably in an academic research environment; OR Bachelor’s Degree in lieu of experience.

Knowledge, Skills, And Abilities:

• Ability to organize and prioritize work to meet competing deadlines. 
• Good analytical and problem-solving skills. 
• Ability to read and proof documents for accuracy.
• Knowledge of preparing reports using quantitative data.
• Ability to think critically.
• Ability to interact with coworkers and customers with courtesy and tact.
• Ability to pay attention to detail and complete accurate work.
• Excellent organization, verbal, and written communication skills. 
• Proficiency in Word and Adobe with advanced Microsoft Excel experience. 
• Expert knowledge of accounting and bookkeeping practices as shown in GAAP. 
• Experience in DASH (ORACLE) preferred but not necessary.

WORK SCHEDULE: This position may occasionally be required to work weekends and evenings. May require occasional overnight travel.