Administrative Associate


Administrative Associate I


Main Campus (Memphis, TN), Art Museum

Minimum Position Qualifications:

High school diploma or equivalent and a minimum of one year of appropriate experience. Must achieve 90% or above accuracy rate when taking the typing/keyboarding test on a computer terminal.

Work Schedule:

Monday – Friday

8:30 a.m. – 5:00 p.m.

May need to work/travel beyond normal work schedule

Working Conditions:

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.

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.

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.

Knowledge, Skills, and Abilities:

Knowledge: Banner, Tigerbuy, Microsoft Office Suite, Event Management System, bookkeeping, accounting, Chrome River System (travel & reimbursement system), purchasing card administration, and scheduling system.

Skills: effective communication with students, faculty, staff, and constituents; organizational skills,
Abilities: to make independent decisions as needed, to network across university administration and outside agencies. Manage multiple projects simultaneously. Meets deadlines.

Duties & Responsibilities:

Prepares financial documents. Manages operating budgets. Investigates and resolve any accounting discrepancies. Assists in preparing budget by forecasting the department’s operation requirements monitors expenses prepares forms and documentation for expenditures. Reconciles monthly account statement and prepares budget revisions. Serves as P-Card administrator for depart. Orders supplies and equipment via TigerBuy. Serves as department equipment representative. Reserves and approves spaces for meetings and events using EMS system.

Maintains supervisor’s calendar and schedule; makes appointments; Assists in planning and implementing conferences and special events; assists in making any necessary room rental, reservation or catering arrangements. Makes travel arrangements for staff and visiting artists. Prepares travel purchase orders and travel claims. Prepares contracts for visiting artists and vendors.

Drafts correspondence for department – letters, memos. Handles incoming mail and prepares letters and packages for mailing. Pulls and re-files records; maintains filing system by creating new files, updates existing files, and removes files no longer in use. Manages museum library.

Conducts basic research for department regarding grant applications, exhibit history, museum attendance and others as needed. Compiles, analyzes, and summarizes information for reports and correspondence. Copies and collates materials for use in reports and presentations and/or distribution to specified parties.

Prepares graduate assistant e-contracts and student employee contracts. Interview student workers and graduate assistants. Assist students with completing the new-hire process. Monitor the GA and ST hours worked to ensure salary stays within the department budget.

Receives and directs calls in response to inquiries from internal and external customers. Schedules group tours and assist with monitoring the Art Museum security desk.

Other duties as assigned.