Senior Administrative Associate

University of Southern Indiana; Evansville (IN); On-site; USD 32,000 - 36,000; Full time

Benefits offered by this job

Tuition waiver for employee

Excellent benefits package

Retirement with employer contribution

Job summary

University of Southern Indiana is seeking a Senior Administrative Associate to partner with the Vice President and Assistant Vice President of Finance and Administration. This role provides advanced administrative, operational, and analytical support, coordinating executive activities, financial operations, and strategic initiatives.

The position requires independent judgment, discretion, and confidentiality, with duties spanning communications, scheduling, budgeting, and records management

Qualifications

• Five years of progressive administrative or executive support experience, preferably for senior leadership.
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) and related systems.
• Strong written and verbal communication; ability to preparation/edit/proofread professional documents.
• Ability to exercise independent judgment and maintain confidentiality.

Responsibilities

• Provide high-level administrative support to the Vice President for Finance and Administration and AVP, Finance and Administration.
• Manage complex executive calendars, meetings, agendas, and follow-up materials.
• Draft, edit, and format executive correspondence, reports, and official university documents.
• Coordinate procurement, travel, reimbursements, and contract documentation.

Skills

Microsoft Office

Strong communication

Discretion with confidential data

Notary Public (willing to become)

Education

Associate or Bachelor’s degree in business/finance

Job description

Position Summary

The Senior Administrative Associate serves as a senior-level partner to the Vice President for Finance and Administration and the Assistant Vice President for Finance and Administration. This position provides advance administrative, operational, and analytical support to division leadership and plays a critical role in ensuring the effective coordination of executive activities, financial operations, and strategic initiatives.

Title: Senior Administrative Associate

Division: Finance and Administration

Department: Finance and Administration

FLSA Status: Non-Exempt

Salary Range: Grade 7: $16.02/hour

Position Summary

The Senior Administrative Associate serves as a senior-level partner to the Vice President for Finance and Administration and the Assistant Vice President for Finance and Administration. This position provides advance administrative, operational, and analytical support to division leadership and plays a critical role in ensuring the effective coordination of executive activities, financial operations, and strategic initiatives.

The role requires a high degree of independence, sound judgment, discretion, and confidentiality. The Senior Administrative Associate routinely represents Finance and Administration in coordinating activities across the University and with external stakeholders, supports executive decision-making, and ensures administrative processes align with institutional priorities, policies, and regulatory requirements.

Duties/Responsibilities

• Provide direct, high level administrative support to the Vice President for Finance and Administration, with functional guidance from the Assistant Vice President for Finance and Administration.
• Manage complex executive calendars; independently prioritize requests; schedule and coordinate meetings; prepare agendas; and ensure timely preparation and follow up of meeting materials.
• Draft, edit, and format executive correspondence, reports, presentations, and official University documents with a high degree of accuracy and professionalism.
• Serve as a primary point of contact for the Office of Finance and Administration, exercising independent judgment in responding to routine inquiries and determining appropriate escalation when necessary.

Financial and Operational Oversight

• Assist with divisional budget planning, monitoring, and analysis, including tracking expenditures, reviewing transactions, identifying trends or discrepancies, and preparing routine financial and budget reports for executive leadership.
• Coordinate procurement activities, travel arrangements, reimbursements, and contract documentation in compliance with University policies, state regulations, and established timelines.
• Monitor accounts, encumbrances, and invoices to ensure fiscal accuracy, timely approvals, and proper documentation.

Strategic Coordination and Compliance

• Support divisional strategic initiatives, audits, and special projects by gathering and analyzing data, preparing materials, coordinating timelines, and tracking deliverables.
• Assist with records retention, compliance reporting, and audit preparation in accordance with University policies and regulatory requirements.
• Maintain organized electronic and physical filing systems for sensitive financial, personnel, and administrative records, ensuring confidentiality and accessibility.

Institutional Liaison and Communication

• Act as a liaison between the Division of Finance and Administration and other University departments, senior leadership, governing bodies, and external partners.
• Coordinate divisional communications, announcements, and documentation to ensure clarity, consistency, accuracy, and timeliness.
• Foster positive, professional working relationships with faculty, staff, administrators, and external stakeholders while representing divisional leadership.

Additional Responsibilities

• Maintain divisional organizational charts, contact lists, and key administrative documentation.
• Coordinate or support meetings, events, and engagements involving external agencies, boards, or committees as assigned.
• Perform other duties as assigned in support of the Division of Finance and Administration and the University’s mission.

Required Knowledge And Skills

• High School Diploma Or GED Required.
• Five (5) years of progressively responsible administrative or executive support experience, preferably supporting senior leadership in a complex organizational environment.
• Demonstrated proficiency with Microsoft Office applications (Outlook, Word, Excel, PowerPoint) and other administrative or financial systems.
• Strong interpersonal, written, and verbal communication skills, including the ability to prepare, edit, and proofread professional level documents.
• Proven ability to exercise independent judgment, prioritize competing demands, and handle highly confidential and sensitive information with discretion.
• Willingness to become a Notary Public if not currently licensed.

Preferred Knowledge And Skills

• Associate or bachelor’s degree in business administration, accounting, finance, or a related field.
• Experience supporting vice presidential or cabinet level leadership in higher education or the public sector.
• Background in budgeting, accounting, financial reporting, or audit support.
• Familiarity with University enterprise, financial, or ERP systems.

Functional Requirements

• Ability to remain in a stationary position for extended periods while performing administrative and analytical duties.
• Ability to use computers and computer systems (hardware and software) to set up functions, enter data, create documents and spreadsheets, and process information. Ability to retrieve information from written and from computer-generated reports.
• Occasional physical access to other workstations, other departments and meeting rooms as required for coordination, events, meetings and training purposes.
• Requires sustained concentration, organization, and problem solving skills to manage multiple priorities and deadlines.
• Ability to maintain a consistently professional demeanor and effective communication while supporting executive leadership and working under time sensitive or high pressure conditions.

Regular Work Hours/Travel Requirements

Standard work hours are Monday through Friday, 8:00 a.m. to 4:30 p.m.

Occasional overtime or schedule flexibility may be required to support executive meetings, deadlines, or special projects.

About

About USI

The University of Southern Indiana is a public higher education institution located on a beautiful 1,400-acre campus in Evansville, IN. We offer employees exceptional benefits! Benefits for this position include:

• Affordable medical, dental, vision, life and short term and long-term disability insurance plans.
• Retirement plan where the University makes the total contribution equivalent to 7% of annual salary.
• Full tuition fee waiver for employees/75% for spouses and dependent children.
• Accrue up to 10 paid vacation days per fiscal year - accrual increases after 4, 7, and 11 years of service

For more information about the benefits that USI offers, please visit www.usi.edu/hr/benefits.

EEO Statement

USI is an Equal Opportunity Employer as to all protected groups, including protected veterans and individuals with disabilities