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Administrative Assistant for Business Affairs

Department: Business Affairs
Location: Jackson

Union University seeks a qualified individual for the position of Administrative Assistant for Business Affairs. This position is responsible for providing administrative support to the Vice President for Business Affairs and the Office of Human Resources.

Union University is a private, coeducational liberal arts-based university offering bachelorís, masterís and doctoral degrees. The campus is located in Jackson, Tenn. (80 miles northeast of Memphis) with additional campuses in Germantown, Hendersonville, and Memphis, Tenn. Union University currently enrolls about 3,200 undergraduate and graduate students from 48 states and 15 countries. Union University stands as a national leader among colleges and universities in promoting a Christian worldview and a Christ-centered approach to education. Union is consistently ranked among the nationís premier Christian universities and has been recognized as a top tier institution each year since 1997 by U.S. News & World Report, which also recognized Union at a national level for undergraduate teaching excellence.

Position Description:

Duties for Business Affairs

  • Provide administrative assistance to the Vice President, including: word processing, copying, faxing and phone duties.  Prepare correspondence, reports, and other communication items.  As needed, create and maintain spreadsheets, charts, tables, PowerPoint presentations, etc.
  • Process departmental mail; opening any non-personal mail addressed to the VP. Organize items requiring action by the VP.
  • Type minutes for various meetings (Finance and Audit Committee, Employee Benefits Committee, Financial Aid and Students Accounts Team).
  • Serve as receptionist for the Department of Business Affairs, greeting visitors, providing information, and directing them to other personnel as needed.  Serve as a solution-oriented resource for the school to faculty, staff, students, and the community.
  • Manage calendars for the VP and AVP for HR, scheduling meetings and appointments as needed.  Compile necessary meeting folders and information.  Coordinate arrangements for meeting location, refreshments, agendas, and reminders.
  • Assist with the employee purchasing card program by ordering cards for new employees as well as assisting with other purchase card issues.
  • Gather and prepare information for student liability insurance.
  • Access and conduct research of student accounts in Colleague as directed by the VP.
  • Prepare and maintain confidential and department files.
  • Processes requisitions, vouchers and other budgetary documents.
  • Other duties as assigned. 


Duties for Human Resources

  • Assist the AVP for HR and the HR Manager in the administration of the employment application intake process. 
  • Work with the HR Manager in the placement of job announcements on Unionís website.  Place advertisements online and in print in trade outlets.  Arrange for payment of the advertisements and coordinate with each hiring manager regarding renewals and extensions.
  • Coordinate the new employee onboarding process, including online hiring forms, criminal background checks, and E-verify submissions. 
  • Coordinate Workerís Compensation reporting.  Receive initial report of work-related injury and filing workerís compensation claim with insurance agency.  Coordinate subsequent care needs with employee and WC insurance company.  Maintain WC records and compile data for government filings.
  • Coordinate building and office key requests for faculty and staff.
  • Assist in the processing of employee undergraduate and graduate tuition discount requests.  Research, using Colleague, the application of the employee discount to individual student records.  Verify and determine any amounts owed by departing employees.
  • Assist with the planning, set-up, and execution of HR events (e.g., Leadership Union, Health and Benefits Fair, employee luncheons and dinners).  Schedule events in Service U. Arrange for the catering, AV tech support, and photography needed for each event.  Coordinate with Director of Events and Dining Service for event plans including menus, room set-ups and agendas.  Purchase items needed for each event.
  • Coordinate the retirement recognition program, including maintaining a list.
  • Serve on committees that support employee activities including United in Giving, Childrenís Christmas Event, Union Christmas, Back to School Dinner, and others as needed.
  • Assist in scheduling new employee orientation sessions, arranging for computer access of new employees, and compile new employee packets.  Prepare packets for Benefits Review meetings.
  • Provide assistance on Human Resources projects as assigned. 


Qualifications:

Graduation from high school and three years of clerical, administrative experience.  Preference will be given to applicants who hold an undergraduate degree and/or have previous experience as an administrative assistant or office manager.  The successful candidate for this position must be highly organized and efficient with excellent interpersonal and analytical skills; skilled in the use of Word, Excel, PowerPoint, and other Microsoft Office technology; able to handle multiple projects in a dynamic college environment; and have the ability to perform tasks and complete projects with minimum supervision. 

Successful candidates must be professing Christians who are active members of a local church, enthusiastically support Union Universityís Identity, Mission, and Core Values, and articulate a Christian worldview in their work and life.

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