Job Title: Accounts Payable Lead
Classification: C4
Department: CLAS Academic Advising Center
Updated: November 2018

Job Summary

Provide administrative support to the CLAS Academic Advising Center staff for the planning, coordination and implementation of services provided to current and potential students.  The CLAS Academic Advising Center includes two advising suites and multiple tutoring locations.

Essential Functions

General CLAS Academic Advising Center

• Maintain unit websites and Blackboard site. This includes assisting with the design, maintaining information, and posting/updating online documents.
• Maintain and analyze advising, tutoring, and pre-professional budgetary records (Banner/OnBase) by performing bookkeeping related duties such as reconciling, monitoring, making and tracking expenditures in, preparing statements regarding the status of accounts and making recommendations as to projected budgets.
• Compile and analyze data, prepare standard and requested reports, generate correspondence, presentation materials, spreadsheets, graphics, meeting materials, and other similar items using various computer systems.
• Provide excellent customer service with a positive attitude to students, faculty and staff.
• Responsible for taking staff meeting minutes and maintaining minutes archive.
• Coordinate all clerical duties associated with staff searches.
• Assist staff with travel arrangements, as needed.
• Assist all staff in coordinating and promoting student and faculty workshops, special events, and functions such as the Majors Fair, Professional School Fair, Pre-Professional EAP workshops, etc.
• Coordinate and manage the departmental email accounts.  Respond to inquiries, forwarding to advisors as appropriate.
• Assist with the implementation of outreach and communications plans, including via social media.
• Assist with the training of new staff.
• Have a full understanding of the different professional school applications, processes, deadlines, and requirements in order to assist pre-professional students who apply to professional school, answering students’ questions or referring to advisors as appropriate.
• Develop and maintain spreadsheets of data, applicants, and other information pertaining to the professional school application process for multiple resources.
• Monitor payment, signup and completeness of student professional school application files.
• Provide backup administrative and clerical support for the CLAS Academic Advising Center front desk staff which may include answering telephones, managing calendars and correspondence, maintaining electronic/paper record keeping systems and materials and coordination and implementation of projects and events.  This may also include assisting students with the scheduling of appointments, occasional supervision of student workers, triaging academic questions and making referrals as appropriate.
• Conduct special projects as assigned by the Director and Assistant Director.

Non-Essential Functions:

• May be required to adjust work hours to accommodate attending events in evenings and on weekends.
• Occasionally assist in the supervision and coordination of the work of student employees as a backup to the other professional support staff in the center.

Required Qualifications

• High school graduate or equivalent.
• Minimum of four years of relevant work experience.
• Demonstrated administrative and organizational skills.
• Experience with various computer software applications such as Microsoft Office and/or equivalent.
• Data entry experience.
• Typing and spelling competency with grammar and proofreading skills. 
• Possess strong verbal and written communication skills. 
• Demonstrated experience to successfully provide quality customer service.
• Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
• Demonstrated experience to successfully coordinate large projects. 
• Demonstrated experience to successfully handle multiple demands effectively.
• Demonstrated experience to successfully organize and prioritize workload.
• Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgment.
• Demonstrated experience to successfully work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Ability to successfully maintain positive intercultural and interpersonal relationships.

Preferred Qualifications

• Bachelor’s degree.
• Higher education experience.
• Demonstrated experience to successfully use a variety of computer software applications including Microsoft Office Suite (especially Access, Excel, and Word), CMS4 or other web design software, Banner or other student/financial information system.
• Experience with maintaining budgetary records and reports. 

Supervision Received

Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.

Supervision Exercised

Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division.

Physical Demands

• To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

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