Administrative Associate

Emerson College

Administrative Associate

The Administrative Associate provides primary administrative support to Emerson's Television, Radio & Film Production Department (TRF) and its constituents.
This role oversees the capital ordering and receiving process, including the creation and monitoring of financial transaction documents and the post-procurement upkeep of the Capital Equipment List document.
This person would work closely with the Procurement and Accounts Payable departments. They will keep meticulous digital records of all departmental documentation.
*This is a bargaining unit position. In this position, you would be exclusively represented by the Service Employees International Union (SEIU), Local 888, for purposes of wages, hours and other terms and conditions of employment.

Campus Location: Boston Campus

Required Knowledge:
Bachelor’s degree. 3+ years professional work experience in an office management position supporting a medium to large size staff.
Mac literacy. Proficiency with Microsoft Office (especially Excel) and G Suite. General understanding of accounting principles and budget management. Excellent written and oral communication skills. Ability to work successfully as a team player in a mid-size institutional department. Commitment to service excellence.

Preferred/Desirable Knowledge:
3+ years experience with the Procurement process at a commercial or non-profit institution.

Required Prior Work Experience:
3 years professional work experience in a budget-driven office management or administrative assistant position supporting a mid-size staff.

Diversity Statement:
Emerson College believes diversity enriches the educational experience by providing students with the opportunity to learn from individuals who may have different backgrounds, experiences, and perspectives. Engagement with diversity in the curriculum, in our co-curricular offerings, and all other aspects of the College enhances the personal and intellectual growth of all members of our campus community. Emerson is committed to strengthening communities, including our workplace, by fostering the development of the intercultural competencies necessary for meaningful citizenship in an increasingly complex, pluralistic society.

Open Date: 08/18/2017

Classification Title: Senior Support

Salary Grade: 14

Job Family: Support

Job Duties:
  • General administrative duties include: Maintenance of the departmental website Organizing departmental staff meetings Processing expense reimbursements Ordering supplies and keeping clean and orderly the TRF common areas Support duties for Director of TRF and other TRF managers Occasional duties for Emerson Productions Other Responsibilities: Manage technology capital purchasing and receiving process Attend capital process planning meetings, receive software training as needed Maintain accuracy of capital equipment document, create and submit capital financial documents including purchase requisitions ePOs, online ordering (Marketplace) and corporate credit card purchases. Work with Procurement and Accounts Payable departments to ensure purchase orders are created, vendors are paid, and College administrative policies are followed
  • Hire, train, manage and oversee 2-3 student employees who are responsible for the TRF capital receiving, inventory, and deployment process, and other duties as they are assigned.
  • Support and maintain positive working relationships with Director of Technology for School of Communication, Production Manager for Visual and Media Arts Department, and other Emerson staff who participate in the annual technology capital purchasing process. Maintain financial records for these managers as assigned by Director of TRF.
  • Develop and maintain digital office records; initiate financial transactions in various forms for supplies and other departmental items; submit check requests for vendor payment; deposit checks; maintain EDC spreadsheet for film orders; monitor office equipment and storage areas and order printer/copier supplies, general office supplies, coffee, etc. Daily oversight and physical upkeep of TRF main office common areas, supply closet, and edit suite. Manage office equipment such as photocopier/scanner.
  • Provide administrative support as needed to all TRF departments (including EDC, PPC Television Facility, Journalism Production Center, Paramount Center Film Sound Stage, Engineering, Design and Integration, The Emerson Channel, Emerson Productions, and others).

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