Senior Administrative Associate
Assistant to the Chair, Fiscal Operations
Assist
Department Chair as needed.
Handle Department
Chair’s correspondence and prepare memos regarding fiscal operations.
Supervise
workflow of office staff.
Prepare annual
department budget and input information into the BDL in Define.
Prepare NTT,
TA, and PhD budgets each semester.
Prepare
special budget reports when needed.
Prepare
monthly report of account balances and departmental expenses.
Monitor departmental
expenses, reconcile accounts and process electronic transfers.
Monitor
faculty candidates’ expenditures to report to the Dean’s office.
Monitor and
track start-up accounts for new faculty.
Manage
grant accounts, process transfers and obtain financial information for PIs.
Work with Grants
and Contracts regarding faculty grants and prepare cost sharing reports.
Prepare
spreadsheets for annual faculty and staff merit increases.
Submit
Doctoral Fellowship Payment Request to Scholarship Office and Disbursements.
Monitor
doctoral students’ registration and make sure their tuition and fees are paid.
Determine
Ph.D. scholarship award amounts each semester.
Processes
Graduate Research Scholarships awards for PIs.
Verify
scholarship funding is in place so that scholarships may be awarded.
Review and
approve all payroll documents.
Review all purchase
orders and forward to Chair for approval.
Review all travel
reimbursements and payment vouchers and forward to Chair for approval.
Review all
grant proposal budgets and routing forms and forward to Chair for approval.
Maintain
and organize all grant proposal files.
Prepare
staff requisitions for hiring new staff and work with Human Resources for
postings.
Process and
track Background Checks for new staff.
Maintain and
organize faculty and staff employment files.
Process all
electronic appointments (PAFs) for faculty, staff, and student employees.
Calculate
grant appointments and buyouts for faculty and process the PAFs.
Prepare appointment
letters for NTT faculty and TAs each semester.
Process
monthly Vacation/Sick Leave reports in Define and send copy to Human Resources.
Process
employee terminations in Define and approve termination paper work documents.
Prepare Authorizations
for Services Agreement for faculty and staff when needed.
Coordinate
renovations of CS labs and faculty offices.
Prepare
work requests for renovation estimates.
Contact
vendors for bids on furniture and equipment for the remodeled areas.
Meet with
Facilities Services representatives as needed.
Work with
Facilities Services to make sure the work is completed as requested.
Updated
Last revised: Date