Position Details
Position Information
| Requisition Number |
S2679P |
| Home Org Name |
OLLI |
| Division Name |
Assoc Prov & VP for Outreach |
| Position Title |
Administrative Support Specialist (OLLI) |
| Job Class Code |
DB15A/B |
| Appointment Status |
Full-time |
| Part-time FTE |
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| Limited Term |
No |
| Limited Term Length |
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| Job Summary |
This is an internal posting for employees of Auburn University and Auburn University at Montgomery.
Auburn University Outreach is excited to begin the search for an Administrative Support Specialist for the Osher Lifelong Learning Institute (OLLI)! This position is multifaceted requiring the incumbent to act as office manager and registrar to a member organization serving older adults. Office manager responsibilities include handling all day-to-day financial activity and reporting for the organization, including operating budget, gifts accounts, and grants, and internally tracking accounts and grants. Also manages organizational HR responsibilities, pays attention to facilities, submits all work orders and serves as second point of contact for all project initiation forms. As registrar, the incumbent manages the registration system, tracks and reports attendance. The incumbent is first point of contact for the public and membership, answering the main phone line, routing calls, and staffing the front office.
About Auburn: At Auburn, our work changes lives. Ranked by U.S. News and World Report as a premier public institution, Auburn University is dedicated to shaping the future of the people of Alabama, the nation, and the world through forward-thinking education, life-enhancing research, scholarship, and selfless service. Auburn is nationally recognized for its commitment to academic excellence, community outreach, positive work environment, student engagement, and thriving community. Learn more about Auburn's impact, generous employee benefits, and thriving community by visiting aub.ie/working-at-auburn.
Why employees choose Auburn: Auburn University was named by Forbes Magazine as one of the state of Alabama's best employers, with employees staying an average of ten years. Employees enjoy competitive benefits that include top-notch health insurance, generous retirement plans, tuition assistance for employees and dependents, flexible spending accounts, and more!
Our Commitment: Auburn University is committed to a diverse and inclusive campus environment. Visit
auburn.edu/inclusion to learn more about our commitment to expanding equity and inclusion for all. |
| Essential Functions |
- Acts as a registrar for OLLI at Auburn: assisting older users in registering, processing registrations, and reconciling all registration issues and reports.
- Provides OLLI member verification to IDM and processes OLLI members requests for member services through other AU departments (affiliate ids, AU audits, parking permits, etc.)
- Updates and maintains membership and mailing lists and provides nametags to members. As backup to Program Administrator, provides class rosters and updates information for OLLI instructors as needed, working with them to gain web access to class rosters.
- Enters all OLLI classes into system for Continuing Education credits and verifies attendance of classes.
- Advises OLLI staff members on university policies, forms and procedures and assists outside instructors with required AU paperwork (vendor registration, vendor agreements, etc.).
- Enters events in AU Event Management system and prepares/provides required information (Request to Serve Alcohol, Modified Vendor Agreements, Security Agreements, etc.)
- Processes and tracks departmental financial activity including Vendor vouchers, Journal vouchers, Departmental Error Corrections, TES, purchasing card and other AU charges.
- Prepares daily collection reports and refunds. Takes deposits to Bursar and checks to AU Foundation BS required. Provides invoices and reconciles invoice payments.
- Internally tracks all accounts, especially OLLI gift accounts and Tiger Giving Day accounts for specially allocated funds. Provides monthly financial reports to Director.
- Prepares grants recordkeeping and reconciliation/reporting.
- Reconciles monthly charges from other AU departments. Reconciles purchase orders and change orders, as needed. Prepares forms for contracts as needed for AU Business Office.
- Provides updated HR policies and information to department. Processes EPAFs, Salary and Wage Transfers, and other forms as required. Inputs departmental job postings and sends for approval as necessary. Works with Outreach HR Liaison with any departmental issues.
- Answers phones, greets visitors, and resolves issues. Provides registration links as needed when members call for ZOOM links.
- Opens and closes building. Prepares work orders as needed. Orders office supplies and other supplies needed for classes and events. Maintains copier and resolves problems/issues. Works with AU Support Services for events and Surplus Property as needed. Prepares space management reports and PIF backup.
- Prepares annual information for Cash Management and completes all annual required reporting for OLLI.
- Performs a variety of clerical duties, which may include (but not limited to): typing & Correspondence, filing/folders, recordkeeping/compilation/data entry, preparation/processing forms, calendars and scheduling, amil distribution and outgoing mailings, travel/expense vouchers, supplies/inventory, limited supervision of clerical work.
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Minimum Qualifications
| Minimum Qualifications |
Level I - High school diploma or equivalent plus 4 years of experience in administrative support services.
Level II - High school diploma or equivalent plus 6 years of experience in administrative support services.
Substitutions allowed for Experience:
Degrees accepted in lieu of experience, at a rate of 1 year relevant education per year of required experience. |
Minimum Skills, License, and Certifications
| Minimum Skills and Abilities |
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| Minimum Technology Skills |
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| Minimum License and Certifications |
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Desired Qualifications
| Desired Qualifications |
- Knowledge and experience working with TigerBuy and Banner System, PeopleAdmin.
- Working knowledge of AU policies and procedures.
|
Posting Detail Information
| Salary Range |
$33,700-$54,300 |
| Job Category |
Administrative |
| Working Hours if Non-Traditional |
Monday-Friday (7:45 am - 4:45 pm) |
| City position is located in: |
Auburn |
| State position is located: |
Alabama |
| List any hazardous conditions or physical demands required by this position |
|
| Posting Date |
05/05/2023 |
| Closing Date |
06/01/2023 |
| EEO Statement |
Auburn University is committed to an inclusive and diverse campus environment. Women, underrepresented groups, individuals with disabilities and veterans are encouraged to apply.
AUBURN
UNIVERSITY IS AN
AFFIRMATIVE
ACTION/
EQUAL
OPPORTUNITY
EMPLOYER. It is our policy to provide equal employment opportunities for all individuals without regard to race, sex, religion, color, national origin, age, disability, protected veteran status, genetic information, sexual orientation, gender identity, or any other classification protected by applicable law. |
| Special Instructions to Applicants |
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| Quick Link for Internal Postings |
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Auburn
$33,700-$54,300
tuition assistance
May 30, 2023