Administrative Associate

Posting Information Posting Number:
S403P

Working Title:
Administrative Associate

FLSA:
Non-Exempt

Pay Grade:
3

Advertised Salary:
16.78/hour

Position Status:
Full Time

Appointment Length:
12 Months

Department:
School of the Arts and Media

Job Summary/Basic Function:
Provide administrative support to the College Dean and others as designated. Duties should be managed with attention to detail and confidentiality.

Minimum Qualifications:
Job requires basic knowledge in a specific area typically obtained through a business, technical or vocational school as might normally be acquired through up to 18 months of education or training beyond high school.

Over two years of relevant experience.

Necessary skills include:
Work experience with printers, scanners, and computers.
Excellent oral and written communication skills.
Strong organizational and decision making abilities.

Equivalent combination of experience and training which provides the required knowledge, skills and abilities may be considered.

Preferred Qualifications:
- Experience with maintaining budgets and tracking spending.

- Experience working with arts organizations.

Posting Date:
05/12/2026

Close Date:

Special Instructions Summary:
Appointment to this position will be contingent upon a satisfactory background check.

We believe in work-life balance and keeping time for things we love outside our work. Shepherd University offers generous employee benefits , including:

o 13 paid holidays

o 15 days annual leave (vacation) per year

o 18 sick days per year and the flexibility to use that time to care for immediate family members

o Wide range of health insurance and other benefits

o 401(a) retirement savings with 6% contribution match; eligibility to continue health insurance post-retirement, and other retiree perks

o Tuition waivers for employees and their dependents

Job Duties Description of Job Duties:
General:

Manage administrative requests and queries by supervisor and senior managers (chairs/directors).

Organize and schedule meetings and appointments using software (Outlook, Teams)

Answer and direct telephone calls.

Distribute emails, memos, forms, and other written correspondence.

Assist with typing, organizing, proofreading, and distribution of reports, handbooks, accreditation documents.

Develop, maintain, and update standard office operating systems and associated policies.

Maintain and reconcile college/school/department budgets which includes ordering supplies. Manage grant related budgets. Maintain and reconcile Pcard transactions as required.

Provide general support to visitors (students, parents, University faculty/staff, community, vendors)

Maintain an updated and accurate location of courses and other meetings in academic spaces using scheduling software ( EMS ).

Attend college/school/department meetings and take minutes as requested.

Maintain college/school/department databases as assigned by supervisor.

Maintain college/school/department web pages as assigned by supervisor.

Submit IT, Facilities, and University Communication work orders as necessary.

Manage PeopleAdmin actions.

Other duties as assigned.

Specific:

Coordinate college, school, and department events and associated hospitality.

Coordinate academic field trips with faculty.

Manage money associated with department events in conjunction with Business Office and Foundation.

Support Gallery Director.