Administrative Aide

Position Summary This position provides administrative and organizational support to departmental leadership; maintaining awareness of departmental responsibilities, deadlines, procedures, and operational needs; preparing and reviewing communications and documents; managing confidential administrative, personnel, candidate, financial, purchasing, and contract records; serving as a liaison between departmental faculty, staff, candidates, vendors, and University offices; assisting with complex scheduling, travel, candidate visits, onboarding logistics, purchasing, equipment requests, positive time reporting, and special projects; and supporting departmental fiscal activities, including budget tracking, expense reconciliation, purchase orders, grant fund monitoring, budgetary reports, and funding transfer/reallocation requests. Duties Responsibilities Provides high-level administrative and operational support to departmental leadership, faculty, and staff. Coordinates day-to-day administrative activities, tracks deadlines, prepares documentation, supports departmental workflows, and assists with operational needs for the department. Maintains awareness of departmental deadlines related to travel, purchasing, expense reconciliation, contracts, budget reports, positive time reporting, onboarding, candidate visits, equipment requests, and other operational processes. Assists with reviewing, updating, and following departmental procedures to ensure timely completion of required tasks. Coordinates candidate visits, new hire itineraries, physician travel, meetings, meals, onboarding schedules, equipment needs, and related logistics. Supports departmental activities, recruitment visits, faculty needs, and operational projects by scheduling participants, confirming details, preparing materials, and tracking follow-up items. Tracks departmental funding, monitors budget activity, reviews budgetary reports, maintains records of expenditures, assists with budget transfers or reallocations, monitors grant fund utilization, identifies under-or over-utilized funds, supports requests to move funding, reconciles P-Card/T-Card transactions, processes purchase orders, and assists with fiscal documentation. Prepares, reviews, and finalizes departmental communications, itineraries, schedules, travel documentation, purchasing documentation, reimbursement materials, reports, and other administrative documents. Drafts communications related to candidate visits, new hire coordination, travel logistics, purchasing follow-up, and departmental operations as directed. Manage day-to-day office operations. Interview, hire, orient, lead, mentor and evaluate staff to meet departmental and organizational needs. Perform other related duties and participate in special projects as assigned. May provide guidance or training to student workers, extra-help, or other support staff as assigned.