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As a departmental administrative assistant, you will support student needs, promptly responding to their questions. You will support departmental leadership and the office of academic services with various initiatives and ongoing collaborative projects. Responsibilities include correspondence management for department leadership, including reading and directing mail, composing communications, and organizing files.&nbsp;Among other duties, you will maintain department leadership calendars and schedules, gather information to complete paperwork and travel arrangements for all visiting alumni and professional mentors, and greet visitors, directing them as necessary.&nbsp;You will also support classroom, extended learning opportunities (ELOs), and workshop scheduling. Additionally, you will assist with building preparation for SCAD Day, serving as the main point of contact for the physical resources department.In this role, you will manage supply orders and equipment maintenance, collaborate with housekeeping and physical resources to ensure buildings are student ready, and support the continuous display of outstanding student work. You will coordinate with the communications team to document outstanding student work for the end-of-quarter photo shoot. Responsibilities include meeting oversight, agenda preparation, space reservation, and transcription of meeting minutes. Additional responsibilities include the coordination of quarterly report submissions from faculty, the creation of drafts for leadership approval, and the distribution of reminders to faculty about end-of-quarter deadlines, including the submission of syllabi, faculty comments, and final grades.&nbsp;The successful candidate will demonstrate excellent written and verbal communication and organizational skills. They can manage multiple priorities simultaneously and will display a commitment to professionalism, honesty, and integrity.Minimum qualifications:    <ul><li>At least one year of related professional experience</li><li>Computer skills including Microsoft Office Suite and Banner or a similar database</li></ul>Preferred qualifications:     &nbsp;<ul><li>Bachelor’s degree</li><li>Successful work experience in an academic environment</li></ul>Certificates, licenses, and registrations:&nbsp;&nbsp;<ul><li>Valid driver’s license</li></ul>Travel required:<ul><li>Less than 10%</li></ul>Work hours: The university work week is Sunday through Saturday. Most offices are open Monday through Friday 8:30 a.m. to 5:30 p.m. To accommodate business needs, employees may be assigned to other workdays and/or hours, including weekends and evenings.   &nbsp;ADA tag: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements and minimum qualifications listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions and/or meet the minimum qualifications.

Savannah College of Art and Design

Departmental Administrative Assistant

As an administrative assistant for the student success and advising department, you will handle incoming calls from students and direct them to the appropriate staff member. You will manage the general advisement email account and assist with both routine and large-scale department mailings. Responsibilities include the generation of Cognos reports, coordination of material printings with the production team, and assistance with data entry. Additionally, you will process all supply requests in collaboration with the building’s supply coordinator and ensure that the department’s publications are well-stocked in the office.In this role, you will assist advisers with the quarterly creation of individual orientation packets for all incoming students and help prepare for events such as department or school meetings, student meetings, and group advising. This includes preparing necessary materials and securing event locations. You will also help manage appointment scheduling, referrals to other offices, and front desk coverage at Bradley Hall.The ideal candidate exhibits excellent customer service, communication, and organizational abilities. They can meet deadlines, work effectively with different departments, and manage multiple priorities simultaneously. The candidate thrives in an ever-evolving environment, performing well both independently and as part of a team. Additionally, they should demonstrate discipline, honesty, and integrity.Minimum qualifications:     &nbsp;<ul><li>Bachelor's degree</li><li>At least one year of related experience</li></ul>Preferred qualifications:     &nbsp;<ul><li>Successful work experience in an educational environment</li><li>Computer skills including Microsoft Office software suite, specifically Word and Excel, and Banner&nbsp;</li></ul>Work hours: The university work week is Sunday through Saturday. Most offices are open Monday through Friday 8:30 a.m. to 5:30 p.m. To accommodate business needs, employees may be assigned to other workdays and/or hours, including weekends and evenings.   &nbsp;  &nbsp;ADA tag: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements and minimum qualifications listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions and/or meet the minimum qualifications. &nbsp;

Administrative Assistant

Department: Litigation
About us: 
Ballard Spahr is a renowned national law firm with over 750 lawyers across 18 offices in the United States. A career at Ballard Spahr offers a diverse group of mentors, colleagues, friends, and strong leadership that supports and encourages career growth.
Ballard Spahr LLP has an excellent opportunity for a legal administrative assistant with demonstrated technical and administrative skills to work in our Seattle office. The selected individual will support attorneys in the Litigation department by maintaining and processing case information, managing the progression of cases to final disposition, creating electronic files, preparing and processing correspondence, memoranda, and complex legal documents, and performing other administrative functions. This position is hybrid and offers a work schedule of 2-3 days a week in the office. Why Join Us? 
<ul>
<li>Innovative Work Environment: Become part of a forward-thinking firm that enjoys substantial support and visibility from the firm's executive leadership.</li>
<li>Professional Development: Take advantage of continuous learning opportunities and avenues for career growth.</li>
<li>Inclusion: Join a Business Resource Group and share cultural, experiential, or job-related interests, experiences, and/or backgrounds.</li>
<li>Impactful Contributions: Play a pivotal role in developing industry-leading solutions that make a significant difference in legal practice and client service.</li>
</ul>
 Your Role: 
As a Legal Administrative Assistant within our Litigation department, your responsibilities include but are not limited to:
<ul>
<li>Maintaining schedules and calendars, making travel arrangements, and updating contacts.</li>
<li>Working closely with attorneys and billing specialists on complex billing matters.</li>
<li>New client intake and file maintenance utilizing the firm's electronic records management system.</li>
<li>Billing, travel coordination, and expense reimbursement.</li>
<li>Other work as needed.</li>
</ul>
 What We're Looking For: 
<ul>
<li>Growth Mindset: Self-motivated with a passion for continuous learning and problem-solving.</li>
<li>Communication: Strong verbal and written communication abilities.</li>
<li>Detail-Oriented: Keen attention to detail with the ability to manage multiple priorities and deadlines independently.</li>
<li>Judgement and Problem Solving Skills: Thinks strategically, giving careful attention to detail.</li>
</ul>
 Required Experience: 
This position requires relevant experience and a high level of proficiency with Microsoft Office, including Word, Excel, and Outlook. Experience supporting attorneys in litigation is a plus. Candidates must be familiar with the rules, procedures, and filing requirements of Washington State courts, federal courts, and appellate courts, as well as e-filing and the daily operations of a commercial litigation practice. Experience with document management, time, and billing systems is a plus.
Ballard Spahr offers an excellent benefits package which includes medical, fertility benefits, travel and lodging expenses, prescription drug, dental, and vision coverage; life insurance, short and long-term disability; 401(k) retirement savings plan with a firm contribution and match; and a generous paid time off program. Additional benefits provided are health care and dependent care flexible spending accounts, and a health savings account; paid parental leave, firm subsidized emergency child and elder care services; family and medical leave; employee assistance program; and a pre-tax transportation program. Time worked in excess of 40 hours per week will be paid at time and one-half of the hourly rate. The salary range for this position is from $68,000 - $78,000 depending upon experience. Ready to Grow with Us?
If you are ready to play a vital role in the Firm's success, we encourage you to apply and be a part of our commitment to excellence.
At Ballard Spahr, we believe that our skills, perspectives, and backgrounds drive innovation and excellence, while our unique culture fosters collaboration and success. Our culture of thriving together forms the cornerstone of how we deliver exceptional service and position our firm for a strong future. We welcome and encourage applicants from all backgrounds to apply.
Ballard Spahr is an equal opportunity employer. We offer equal consideration to all qualified applicants, regardless of race, ethnicity, religion, age, national origin, handicap or disability, citizenship, sex, pregnancy, childbirth or related medical condition, sexual orientation, gender identity and expression, transgender status, sex stereotyping, genetic information, ancestry, veteran status or any other category protected by applicable law. The firm is not accepting resumes from search firms for this position.

Ballard Spahr LLP

Legal Administrative Assistant

OTTO’s opportunity:Our Sales Administrator – Tool &amp; Die will perform a variety of support duties developing new and supporting existing customers in the Tool and Die market.Specifically, the Sales Administrator – Tool &amp; Die will:<ul><li>Cold Calling: Identifying potential customers who are a good fit for our services</li><li>Communicate with customers to educate them on OTTO products</li><li>Maintaining accurate records of interactions and customer data in a CRM system</li><li>Provide support to sales team to ensure that the sales objectives are achieved</li><li>Actively manage assigned accounts in conjunction with other sales support staff</li><li>Responsible for order entry, expediting, delivery issues, and other follow-up as needed</li><li>Manage shipment commitments between customers and OTTO</li><li>Ensure that delivery dates are accurate and attainable</li><li>Processes customer orders using internal OTTO system</li><li>Assist with other related duties as required or assigned</li></ul>What you’ll need to bring to the table:<ul><li>Professional demeanor with excellent oral and written communication skills</li><li>Computer proficiency in Microsoft Office</li><li>Experience in using social media to generate sales leads</li><li>Strong technical aptitude and the ability to learn quickly</li><li>Self-motivated and well organized</li><li>Strong follow-up skills</li><li>1-3 years of customer service/sales experience</li><li>Familiarity with CRM software a plus</li></ul>What OTTO offers for this specific position:The hiring range listed in this posting is what we, in good faith, anticipate relying on when confirming an hourly rate for this position; exceptions may be considered for highly experienced candidates with multiple years of at-level experience.<ul><li>Target hourly hiring range: $24.00 to $31.00 per hour, based on qualifications and experience.</li><li>Profit Sharing Bonus - OTTO believes that it’s fair to share the profits that the employees help to make; profit sharing is distributed to employees twice a year. OTTO’s profit sharing plan is paid at the discretion of the company and is not a guaranteed bonus or any part of a compensation plan.</li><li>Vacation: five days after 30 days of employment and 80 hours at 1 year - vacation time is earned on the anniversary date.</li></ul>OTTO’s Benefits:Health:Medical Insurance-<ul><li>HMO Plan</li><li>Standard PPO Plan</li><li>Enhanced PPO Plan</li><li>High Deducible PPO Plan</li><li>FSA, LFSA, and HSA</li></ul>Dental Insurance-<ul><li>Base Plan</li><li>Buy-Up Plan</li></ul>Vision Insurance401(k) with a company matchLife insurance:<ul><li>Life/AD&amp;D</li><li>Voluntary Life/AD&amp;D</li><li>Short-Term Disability</li><li>Long-Term Disability</li></ul>10 paid holidaysCompany picnicHoliday partyAND numerous OTTO celebrations throughout the year!To review all of OTTO’s available opportunities, please visit our career page by clicking on the link below:<a href="https://otto-engineering-inc.breezy.hr/" target="_blank">https://otto-engineering-inc.breezy.hr/</a>OTTO Engineering is an Equal Opportunity Employer: Disability/VeteranFederal Notices<a href="https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf" target="_blank">Federal EEOC - Know Your Rights</a><a href="https://www.nlrb.gov/sites/default/files/attachments/pages/node-251/employee-rights-under-the-nlra-poster-two-page-85-x-11-version-pdf-2022.pdf" target="_blank">NLRB Notice</a><a href="https://8765373.fs1.hubspotusercontent-na1.net/hubfs/8765373/HR/E-Verify_Participation_Poster%20(002).pdf" target="_blank">E-Verify</a>Request for Assistance / Reasonable Accommodation:If you are a qualified individual with a disability or a disabled veteran, please let us know if you require a reasonable accommodation to complete any part of the online application process. You may request a reasonable accommodation if you are unable or limited in your ability to access job openings or apply for a job on this site as a result of your disability.If you need an alternative method for applying, please contact OTTO Engineering via telephone at 847-428-7171 or email at HRDepartment @ ottoexcellence.comThese contact tools may be used only by individuals with a disability for accommodation requests; please do not inquire as to the status of an application.OTTO Engineering does not accept unsolicited resumes from third party recruiters, agencies, or similar organizations; any submissions will not be honored.

Sales Administrator

San Jose, CA – Seeking Emergency Medicine Practice Administrator
Everybody Has A Role to Play in Transforming Healthcare
As a Practice Administrator, you play a vital role in our mission to improve lives. Provide direct, business operations support to our medical directors, site physician partners, advanced providers and scribe (when applicable) employees. At Vituity we know the impact you can have. 
Join the Vituity Team. At Vituity we’ve cultivated an environment where passion thrives, and success comes through shared purpose. We were founded in a culture that values team accomplishments more than individual achievements, an approach we call “culture of brilliance.” Together, we leverage our strengths and experiences to make a positive impact in our local communities. We foster this through shared goals and helping our colleagues succeed, and we also understand the importance of recognition, taking the time to show appreciation and gratitude for a job well done.
Vituity Locations: Vituity has opportunities at 475 sites across the country, serving 9 million patients a year. With Vituity, if you ever need to move, you can take your job with you. 
The Opportunity
<ul type="disc">
<li>Act as the operational administrator for the site Vituity leadership and as the interface for the practice to the hospital and community.</li>
<li>Act as the front-line liaison for the provider team with hospital C-Suite, nursing leadership, nursing staff, and Vituity support team.</li>
<li>Provide executive support to the site medical director and site management team to meet contract expectations.</li>
<li>Provide support for all site financials to include, but not limited to, contract stipends, expense reimbursements, and site payroll timecards.</li>
<li>Act as the super user for all Vituity software applications and as a point person for hospital software and hardware systems.</li>
<li>As appropriate to site practice, provide support to Vituity providers acting as a percipient witness in criminal or civil disputes including, but not limited to, receiving and routing subpoenas, scheduling depositions and trial testimony as applicable, development of a provider fee schedule, and including malpractice carrier as appropriate.</li>
<li>Provide office management to include, but not limited to, all aspects of meeting management, office systems, supplies, site events, and customer service.</li>
<li>As applicable to the practice line, facilitate all aspects of the daily patient census and attend daily multi-disciplinary rounds.</li>
<li>As applicable to the site practice, responsible for all aspects of the site clinical schedules to ensure adequate coverage with no disruption to patient care.</li>
<li>Collect, track and analyze all site financial and operational data.</li>
<li>Project management as needed of the site operational programs to include, but not limited to, Operations Meetings, Patient Experience Program, Quality/Performance Improvement Program, Advanced Provider and/or Scribe Programs, and Student or Resident rotations.</li>
<li>Ensure all aspects of recruiting and on-boarding are completed for new providers and employees as well as locums and reservists and/or residents and students.</li>
<li>Ensure all licensed providers are completing their recredentialing timely and appropriately for their licensing, certificates, and credentials required by Vituity and hospital Medical Staff Office.</li>
<li>Ensure all site partners and employees remain in compliance with Vituity and hospital programs and other mandated training or requests.</li>
<li>Act as the point person for all Vituity People Operations (Human Resources) relations to include, but not limited to, ensuring accurate site roster and compliance with employment law and Vituity policies.</li>
<li>Develop and maintain site orientation checklists and manuals.</li>
<li>Collaborate with Medical Director and Site Management Team in developing and maintaining site practice policies and procedures.</li>
<li>As applicable to practice line, responsible for all medical records and data submission to Revenue Cycle Management in a timely manner and responsible for appropriate charge capture in designated system, sending notices and follow up as appropriate.</li>
<li>Ensure billing and documentation compliance through completion of site WIP/TAD lists, answering provider routine questions, and schedule/hosting/participating in the monthly meeting with Revenue Cycle Management billing team.</li>
<li>Ensure completion of mandated forms and requests as appropriate to include, but not limited to, death certificates, physician office requests, State specific Workers Compensation and Motor Vehicle Department reporting compliance, and pharmacy requests.</li>
</ul>
Required Experience and Competencies
<ul type="disc">
<li>Two to three years of experience in an office or healthcare setting required.</li>
<li>Associate or Bachelor’s degree in Business Administration, Human Resources or related field strongly preferred.</li>
<li>Experience working in the healthcare field is preferred.</li>
<li>Knowledge of healthcare and medical terminology preferred.</li>
<li>Knowledge of general Human Resource principles preferred.</li>
<li>Knowledge of Federal, State, and County Agencies who regulate the Healthcare Industry preferred.</li>
<li>Intermediate to advanced MS Excel, Word, PowerPoint, and Outlook skills.</li>
<li>Strong consultation skills and the ability to seek out information.</li>
<li>Strong work ethic, organizational skills, and interpersonal skills.</li>
<li>Ability to prioritize and work in a stressful environment.</li>
<li>Ability to be self-directed, motivated, and sensitive to deadlines.</li>
<li>Ability to express ideas and convey information effectively in verbal and written communications.</li>
<li>Able to create a positive environment, clearly understand client / customer relationships, and promotes Vituity positive image.</li>
<li>Ability to understand and apply information management principles, data analysis interpretation and continuous quality improvement tools/methodologies.</li>
<li>Ability to maintain flexibility, cooperation and participate in cross-organizational performance improvement activities.</li>
<li>Ability to use office equipment and automated systems/applications/software at an acceptable level of proficiency.</li>
<li>Ability to establish and maintain effective working relationships as required by the duties of the position.</li>
<li>Ability to read, understand and communicate in English sufficient to perform the duties of the position.</li>
<li>Ability to evaluate and convey information in legible reports to Human Resource, Finance, and Executive groups.</li>
</ul>
The Practice
Good Samaritan Hospital – San Jose, California 
<ul type="disc">
<li>474-bed hospital with a 35-bed Emergency Department.</li>
<li>Annual volume of 64,000 with a 20-25% admit rate.</li>
<li>High acuity site with great exposure to pediatrics and geriatrics. </li>
<li>Comprehensive Stroke Center and STEMI Receiving Center recognized for excellence in patient care.</li>
<li>Awarded the American Heart Association Get With The Guidelines Gold Plus in Stroke Category and Target Stroke Honor Roll Elite Plus.</li>
<li>Honored with the Target Type 2 Diabetes Honor Roll for addressing cardiovascular risks in diabetic patients.</li>
</ul>
The Community 
<ul type="disc">
<li>San Jose, California, located in the heart of Silicon Valley, offers a unique combination of innovation and a high quality of life, making it an exceptional place to live and work.</li>
<li>The city is known for its tech-driven economy, hosting global companies like Apple and Google, alongside a thriving startup culture.</li>
<li>Iconic landmarks such as the Winchester Mystery House and Tech Interactive Museum showcase San Jose’s unique blend of history and innovation.</li>
<li>Residents can enjoy cultural attractions like Santana Row, the SAP Center, and San Pedro Square Market, which offer dining, shopping, and entertainment options.</li>
<li>Outdoor enthusiasts can explore the scenic Santa Cruz Mountains, nearby beaches, and countless hiking and biking trails in the area.</li>
<li>San Jose boasts a Mediterranean climate, with mild, wet winters and warm, dry summers, making it ideal for year-round outdoor activities.</li>
<li>The city’s diverse neighborhoods, excellent schools, and access to world-class dining and entertainment create a vibrant and cosmopolitan atmosphere.</li>
<li>Despite being a bustling urban hub, San Jose maintains a welcoming community feel that appeals to families, professionals, and individuals alike.</li>
</ul>
Benefits &amp; Beyond* 
Vituity cares about the whole you. With our comprehensive compensation and benefits package, we are mindful of what matters most, and support your needs of today and your plans for the future. 
<ul type="disc">
<li>Superior health plan options </li>
<li>Dental, Vision, HSA/FSA, Life and AD&amp;D coverage, and more </li>
<li>Top Tier 401(k) retirement savings plans that offers a $1.20 match for every dollar up to 6% </li>
<li>Outstanding Paid Time Off </li>
<li>Student Loan Refinancing Discounts</li>
<li>Professional and Career Development Program </li>
<li>EAP, travel assistance, and identify theft included </li>
<li>Wellness program </li>
<li>Commuter Benefits Program</li>
<li>Purpose-driven culture focused on improving the lives of our patients, communities, and employees. </li>
</ul>
We are excited to share the base salary range for this position is $27.60 – $34.50, exclusive of fringe benefits or potential bonuses. This position is also eligible to participate in our annual corporate Success Sharing bonus program, which is based on the company’s annual performance. If you are hired at Vituity, your final base salary compensation will be determined based on factors such as skills, education, and/or experience. We believe in the importance of pay equity and consider internal equity of our current team members as a part of any final offer. Please speak with a recruiter for more details.
We are unified around the common purpose of transforming healthcare to improve lives and we believe everyone has a role to play in that. When we work together across sites and specialties as an integrated healthcare team, we exceed the expectations of our patients and the hospitals and clinics we work in. If you are looking to make a difference, from clinical to corporate, Vituity is the place to do it. Come grow with us. 
Vituity does not discriminate against any person on the basis of race, creed, color, religion, gender, sexual orientation, gender identity/expression, national origin, disability, age, genetic information (including family medical history), veteran status, marital status, pregnancy or related condition, or any other basis protected by law. Vituity is committed to complying with all applicable national, state and local laws pertaining to nondiscrimination and equal opportunity. 
*Benefits for part-time and per diem vary. Please speak to a recruiter for more information. 
Applicants only. No agencies please.

Vituity

Practice Administrator - Emergency Medicine - Good Samaritan Hospital

Title: Senior Administrative Assistant
POSITION SUMMARY To provide advanced administrative support to the Chief Information Officer as well as the Office of Technology Services.
ESSENTIAL JOB FUNCTIONS/JOB DUTIES AND RESPONSIBILITIES Performs a variety of general clerical and administrative duties, including preparing routine correspondence, forms and other documents and assisting with assembling information for various projects. Performs administrative duties associated with contracts, purchasing and budgeting, including managing contracts, entering requisitions, corresponding with vendors regarding invoices and tracking budget line items. Interacts and communicates with students, staff and community partners. Responds to inquiries from faculty and staff concerning technology matters. Tracks interactions with, and outcomes of reported technology inquiries, issues or concerns. Assists with providing support for Banner security access requests and assignments.
Prepares and submits monthly travel and credit card records. Supports the $1M+ Technology Access Fee program, including record keeping, tracking and reporting. Maintains a master list of the department’s budget and reports variances. Manages the CIO’s appointment schedule, including scheduling meetings and interviews as necessary. Maintains a record system for all current and expired contracts for the technology services department, including tracking renewal and expiration dates for action. Assists with the department’s audit process to provide contractual commitments to auditors, as needed.
REQUIRED QUALIFICATIONS Associate’s degree
Three (3) years’ experience in providing direct administrative support to management
Proficiency in Microsoft Office
Experience balancing multiple priorities and projects successfully
PREFERRED QUALIFICATIONS Familiarity with Banner, Dynamic Forms, SciQuest/Jagger, DocuSign and other web-based systems
KNOWLEDGE, SKILLS AND ABILITIES Ability to work collaboratively with a wide range of population of faculty, staff and students. Effective communication skills, including the ability to express ideas clearly and concisely in both oral and written communication. Must be able to work independently, demonstrate initiative and make substantive decisions quickly. Ability to work occasional evenings and weekends to support events.
Open Until Filled: Yes
Rate of Pay: $45,726.00 - $54,880.00 depending on experience
Special Instructions to Applicants: Unofficial transcripts are acceptable for the application process. Official transcripts are required upon hire. Applicants may be subject to a background check.

Motlow State Community College


      Senior Administrative Assistant
    

Title:&nbsp;Administrative Associate Division: Finance and Administration Department: Facility Operations and Planning FLSA Status:&nbsp;Non-Exempt Salary Range:&nbsp;Grade 6: $14.56/hour EEO Job Group:&nbsp;5 E5 Position Summary The University of Southern Indiana is accepting applications for&nbsp;Administrative Associate. Manages the administrative and financial processes of Facilities including preparing time sheets and associated records for submittal to payroll for Staff, Student Workers and Administrators; work request system software daily, scheduled and periodical duties; transactions, contracting, credit cards, and purchasing processing; chargebacks of work requests and vehicle mileage to campus departments; reconciliation of invoices; filing of Facility information; and information requests from campus, vendors and the public; provide administrative support to the Director of Facility Operations and Planning, and the Facility’s Planning Department. Duties/Responsibilities&nbsp; <ul><li>Supervises and works collaboratively with the Senior Administrative Assistant (SAA) and Student Workers.. </li><li>Serve as the administrator for the CMMS Work Request System which receives over 10,000 work requests annually. Assist the SAA in initially processing submitted work requests, assigning work requests to departments, creating scheduled reports, entering new staff information to provide log-in IDs assigning the proper level of system access, closing out work requests, etc. Assist the USI Community with using the system to enter work requests and receiving/providing updates on their requests. </li><li>Create and maintain a digital, central filing system for which all Facility’s files. Arrange for all paper files to be digitized and filed as funds allow. Train Facility’s staff how to access the system. </li><li>Maintain budget records for all departments within Facilities Operations and Planning, serve as department budget primary contact, track expenses. </li><li>Create monthly Chargeback Report. Gather edit and correct, or send for correcting, work requests to be charged to other University entities. Process chargeback report and submit by due dates. </li><li>Responsible for the timely collection, initiation, and submission of all documents and forms required to initiate personnel changes and new hires. </li><li>Control, submit, and review all documents for bidding and awarding purchases required to be bid. </li><li>Responsible for staff and administrator payroll preparation. Prepare paperwork as required by Payroll. Assist supervisors in tracking employee sick time usage and requests for new employees. </li><li>Maintain inventory of program supplies, materials, and resources, and order new supplies as needed. </li><li>Maintain the Construction Project Schedule spreadsheet showing construction updates, account numbers, budget, and status. </li><li>Review invoices to design firms and construction companies during projects. Track change orders, payments to design and construction companies. </li><li>Responsible for processing all aspects of purchases including but not limited to contacting vendors to gather costs and pertinent information for requisitions, invoices, change orders and receiving reports, create appropriate forms, data entry, and release purchase orders. Serve as a liaison between vendors and employees. </li><li>Perform online search for furniture, interiors projects for comparable projects at leading universities, materials and colors used, and costs. </li><li>Prepare submit report on construction change orders for each Board of Trustees meeting. </li><li>Provide excellent customer service to everyone within the USI Community and all guests. Respond to phone calls, voicemail messages, and e-mail messages for Facility Operations and Planning. Route requests for information to the appropriate person or department. Assist and greet in-person visitors, guests, and students in a friendly and professional manner. Make determination of emergency situations and employ necessary and appropriate assistance as needed. </li><li>Coordinate completion of project close-out process including completion of Punch List, submittal of operations manuals and as-built drawings, sign off from customer and Planning, and last payment to design and construction firms. </li><li>Manage the continual improvement of the Facility web site. </li><li>Use specific software for creating evacuation maps for new and remodeled buildings. </li><li>Create and maintain pivot tables, spreadsheets, charts and graphs on various staff and facility information such as staff data, organizational charts, and building interiors data. </li><li>Generate monthly computer and manual facility management reports for department. </li><li>Create and write a quarterly newsletter on Facility staff including personal stories of interests, accomplishments, personnel changes, interested topics being reviewed by management, training updates, etc. </li><li>Write a quarterly update on construction projects adding current and past pictures for submission to University Communications for publication to campus community. </li><li>Coordinate the annual review and update of all Facility’s policies and guidelines including but not limited to safety policies and control room policies and guidelines. </li><li>Coordinate the creation and 3-5 year review of construction, equipment, furniture and other Facility standards. Work with USI Planning to determine improvement to USI processes and practices. Complete review every 3-5 years. </li><li>Maintains in-depth working knowledge of the Banner Administrative Software, USI accounting systems, and Facilities Operations and Planning work order and fleet management systems. </li><li>Maintain confidentiality in all matters involving personal information of USI Employees. </li><li>Function as a team with the other support position(s) to provide complete administrative support for the department. </li><li>Trains replacement for other support position(s). </li><li>Interview, hire, train and supervise student workers. Provide guidance on daily tasks. </li><li>Other duties as assigned.</li></ul> Required Knowledge and Skills <ul><li>High School Diploma/GED. </li><li>Three to five years of office experience. </li><li>Proficiency with computers, word processing, spreadsheet, database, electronic mail, presentation, and internet software. </li><li>Knowledge of scanners and personal data assistants. </li><li>Must project a positive, professional demeanor with outstanding customer service orientation. </li><li>Excellent interpersonal, organizational, and time management skills. Strong oral and written communications skills. </li><li>Ability to maintain confidentiality of sensitive materials and information. </li><li>Ability to exercise judgment in applying guidelines, policies and practices in non-routine situations. Creative problem solving and independent thinking.</li><li>Ability to work independently with very limited supervision exercising initiative and sound judgment with a high level of tact and diplomacy. </li><li>Strong attention to detail with multiple priorities and deadlines.</li></ul> Preferred Knowledge and Skills Associate’s degree or some college coursework. Knowledge of Banner, Teamworks, or similar software. Regular Work Hours/Travel Requirements Standard work hours are Monday through Friday, 8:00am - 4:30pm or 7:00 a.m. to 3:30 p.m. Occasional overtime may be required. About USI&nbsp; &nbsp; &nbsp; &nbsp; &nbsp; The University of Southern Indiana is a public higher education institution located on a beautiful&nbsp;1,400-acre campus in Evansville, IN. We offer employees exceptional benefits! Benefits for this&nbsp;position include: <ul><li>Affordable medical, dental, vision, life and short term and long-term disability insurance plans.</li><li>Retirement plan where the University makes the total contribution equivalent to 7% of annual salary.</li><li>Full tuition fee waiver for employees/75% for spouses and dependent children.</li><li>Accrue up to 10 paid vacation days per fiscal year – accrual increases after 4, 7, and 11 years of service</li></ul> For more information about the benefits that USI offers, please visit <a href="http://www.usi.edu/hr/benefits" target="_blank">www.usi.edu/hr/benefits</a>. Application Process Click “Apply Now!” near the top right of this page to complete an application and upload application materials to the attention of the Search Committee Chair. Application materials should include: Resume Pre-Employment Screening A background check will be required for employment in this position. Authorization to Work in the United States USI typically will not sponsor an employment-related visa for this position. Interview Accommodations Persons with disabilities requiring accommodations in the application and interview process please contact the manager of Employment at <a href="mailto:mcweinzapf@usi.edu" target="_blank">mcweinzapf@usi.edu</a> or (812) 464-1840. Contacting the manager of Employment is intended for use in seeking disability-related accommodations only. For general applicant inquiries, contact Human Resources at <a href="mailto:HumanRes@usi.edu" target="_blank">HumanRes@usi.edu</a> or (812) 464-1815. EEO Statement USI is an Equal Opportunity Employer as to all protected groups, including protected veterans and individuals with disabilities

University of Southern Indiana

Administrative Associate

Job Title Administrative Support Associate II Requisition Number RE50962 Working Title Archivist Specialist Department Name 8E000:College of Arts &amp; Sciences Work Location Lexington, KY Grade Level 43 Salary Range $19.18-30.68/hour Type of Position Staff Position Time Status Full-Time Required Education AA Click here for more information about equivalencies: <a href="https://hr.uky.edu/employment/working-uk/equivalencies" target="_blank">https://hr.uky.edu/employment/working-uk/equivalencies</a> Required Related Experience 5 yrs Required License/Registration/Certification None Physical Requirements Sitting for long periods of time, repetitive data entry, lifting objects up to 30lbs Shift Monday – Friday 8-5pm, occasional nights and weekends based on departmental needs. Job Summary The William S. Webb Museum of Anthropology in the College of Arts and Sciences at the University of Kentucky, is seeking a full-time Archivist Specialists to work alongside the Assistant Director for the Office of State Archaeology. The Archivist Specialist supports the University of Kentucky’s Webb Museum and Office of State Archaeology by organizing, preserving, and digitizing archival records related to cultural items and archaeological sites, with a focus on NAGPRA compliance. The role involves researching historical documentation, assisting with Tribal consultations, maintaining archival systems, and improving access to records for staff and researchers. Concurrent with NAGPRA-focused work, the position will follow professional best practices to physically process, preserve and arrange institutional records while integrating and rehousing archival materials to support long-term accessibility for research and education. The ideal candidate will have experience working with legacy records, digitization workflows, and metadata creation in an archival or archaeological setting Skills / Knowledge / Abilities Does this position have supervisory responsibilities? No Preferred Education/Experience The ideal candidate will have at least a Master’s degree in anthropology or a related field at time of appointment and experience with NAGPRA legislation, compliance, consultation, or project management. Deadline to Apply 08/18/2025 Our University Community We value the well-being of each of our employees and are dedicated to creating a healthy place for everyone to work, learn and live. In the interest of maintaining a safe and healthy environment for our students, employees, patients and visitors the University of Kentucky is a Tobacco &amp; Drug Free campus. As an Equal Opportunity Employer, we strongly encourage veterans, individuals with disabilities, women, and all minorities to consider our employment opportunities. Any candidate offered a position may be required to pass pre-employment screenings as mandated by University of Kentucky Human Resources. These screenings may include a national background check and/or drug screen.

Administrative Support Associate II

Company Description Veolia is a global leader in environmental services, operating across all five continents with nearly 218,000 employees. Specializing in water, energy, and waste management, Veolia designs and implements innovative solutions for decarbonization, depollution, and resource regeneration, supporting communities and industries in their ecological transformation. Within this framework, Water Tech brings together a dedicated team of experienced professionals committed to tackling the world's most complex challenges related to water scarcity, quality, productivity, and energy. Together, we pursue a shared mission to create a more sustainable future. Job Description This position is responsible for reviewing and coordinating responses to bidding documents, customer purchase orders, and negotiating commercial terms consistent with our company's standard terms of sales and purchase, with the support of the Corporate Legal Department and Senior Management. Responsibilities for this position will include (but not be limited to): <ul><li>Reviews bid and contract documents, confidentiality agreements, purchase orders and other legal documents to identify commercial and legal issues.</li><li>Coordinates review of documents with Legal and Finance groups as required.</li><li>Prepares summary of Comments and Clarifications for inclusion in bid responses.</li><li>Negotiates commercial terms and conditions with customers and suppliers, both verbally and in writing.</li><li>Works with selling and purchasing personnel to facilitate up-front specifications of terms and conditions.</li><li>Secures bid and performance bond documents and certificates of insurance as needed.</li><li>Monitoring and obtaining bond releases at the end of the required period.</li><li>Certificate of insurance updates and distributions.</li><li>Assist and coordinate with legal and project management on collection matters with letters and payment bond claims.</li><li>Ensures proper record retention for all legal documents and agreements according to applicable requirements.</li></ul> Qualifications Qualifications: <ul><li>2+ years of contract administration experience</li><li>Bachelor's degree in Business, Law or a related field preferred</li><li>Strong attention to detail</li><li>Excellent organizational skills</li><li>Basic understanding of contract terms and legal terminology</li></ul> Additional Information We are an Equal Opportunity Employer! All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. As an inclusive company, Veolia is committed to diversity and gives equal consideration to all applications, without discrimination. As an inclusive company, Veolia is committed to diversity and gives equal consideration to all applications, without discrimination.

Associate Contracts Administrator

As an administrative assistant for the business of beauty and fragrance department, one of the fastest-growing global industries, your role is to assist with student needs and respond promptly to all questions. You will support the dean or associate dean and the office of academic services in department and school initiatives and ongoing collaborative projects. &nbsp;Responsibilities include classroom, extended learning opportunity, and SCADextra workshop scheduling; assisting with SCAD Day building preparations, and acting as the primary contact for the physical resources department. Additionally, you will order and maintain supplies, coordinate equipment maintenance, and work with housekeeping staff to ensure the buildings are ready for students.In this role, you will manage all aspects of correspondence, oversee the filing and record-keeping system, and greet scheduled visitors to direct them to the appropriate area or person. You will maintain the calendars and schedules of departmental leaders, coordinate meetings, prepare agendas, reserve and set up buildings, and record and transcribe meeting minutes. Other responsibilities include the management of quarterly report submissions from faculty, the creation of a draft for departmental leader approval, and the coordination of end-of-quarter photo documentation of outstanding student work with the communications team. Additionally, you will support university-wide initiatives by maintaining display spaces to continuously showcase this outstanding student work.The ideal candidate demonstrates excellent communication, organization, and priority management skills.&nbsp; They are committed to discipline, honesty, and integrity.Minimum qualifications:     &nbsp;<ul><li>Bachelor’s degree with at least one year of related experience</li><li>Computer skills (e.g., Microsoft Office Suite)</li><li>Experience with Banner or a similar database</li></ul>Preferred qualifications:     &nbsp;<ul><li>Successful work experience in an academic environment</li></ul>Certificates, licenses, and registrations:&nbsp;&nbsp;<ul><li>Valid driver’s license</li></ul>Travel required:&nbsp;&nbsp;<ul><li> Less than 10% &nbsp;</li></ul>Work hours: The university work week is Sunday through Saturday. Most offices are open Monday through Friday 8:30 a.m. to 5:30 p.m. To accommodate business needs, employees may be assigned to other workdays and/or hours, including weekends and evenings.   &nbsp;  &nbsp;ADA tag: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements and minimum qualifications listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions and/or meet the minimum qualifications. &nbsp;

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