Skip to Main Content

Administrative Assistant - Controller's Office

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.  To apply for the position, please click the Apply for this Job link/button.

If you would like to bookmark this position for later review, click on the Bookmark link. To email this position to a friend, click on the Email to a Friend link.  If you would like to print a copy of this position for your records, click on the Print Preview link.

Posting Details

Title Details

FLSA Non-Exempt

Position Summary Information

PositionTitle Administrative Assistant - Controller's Office
Job Description Summary

Communicate effectively with all levels of the University and outside constituents with a strong focus on customer service. Provide backup to the Accounts Payable clerical staff when needed. Manage office administrative functions under minimal supervision. Coordinate and direct a variety of administrative, fiscal, staff support and planning activities, some of which require advanced or specialized knowledge and skills, such as accounting and budget administration and control, equipment, and inventory management, specialized record keeping and web page management, and or specified information-gathering projects and tasks. Coordinates and facilitates meetings, program functions and or special events, as appropriate. Coordinate specified administrative activities and reports across multiple units within the Controller’s office.

Required Qualification Summary

High School Diploma or GED.

5 years related experience in an administrative support role.

Substantial, relevant experience directly related to the duties and responsibilities specified.

Ability to communicate effectively, both verbally and in writing, with internal and external constituents, including community. Collaborative, energetic, and outgoing.

Demonstrated ability to maintain confidentiality.

Basic skill in the use of personal computers, Microsoft office applications, web page development and maintenance, and social media.

Basic records maintenance skills.

Basic database management skills.

Ability to track department budget and expenditures in relevant database.

Frequently organizing resources and participating in planning in areas of operations and/or events for the department

Willingness to learn related software for manipulation of graphics for flyer/poster creation

Ability to perform internet searches and understand general copyright issues for images and documents

Ability to manage, update and change departmental Facebook page

Finalist will be required to successfully pass a background check.


Preferred Qualification Summary

Bachelor’s Degree preferred

Physical Demands

No or very limited physical effort required.

Essential Duties

Support Finance area when needed.

Monitors, reconciles and assists with fiscal administration for the department, including but not limited to budgets, funding, grants, contracts, travel and/or purchasing.

Establishes updates and maintains controller’s office files, inventories and records management.

Assist in administrative problem solving and university training sessions.

Investigate unidentifiable payments to the University.

Maintain departmental portal page.

Maintain and send departmental communications and surveys.

Monitor Controller’s Office budgets and accounting adjustments as they relate to purchase orders.

Provide backup to the Accounts Payable clerical staff.

Assist in entry of payroll data and analysis.

Complete credit applications for new vendors.

Provide and/or oversees support activities for the department and its multiple units such as answering telephones, assisting and resolving problems and inquiries of visitors, and vendors, review and control incoming and outgoing correspondence, and follow-up operational commitments.

Oversees and/or performs a range of diverse administrative activities for the Controller’s office and its many units such as managing university credit cards and various

Serves as a central point of liaison with other department and external constituencies in the resolution of a variety of day to day administrative and accounting matters.

Provide administrative assistance between department and human resources or financial aid in the interviewing of prospective candidates either employees or student workers.

Enhance professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops

Purchase and monitor supplies for Controller’s Office.

Manage office equipment, such as meter readings, supplies, maintenance.

Schedule appointments and maintains calendars, schedules, coordinates and facilitates meetings, facilities usage, events and or travel arrangements, as required.

Licenses and/or Certifications


Work Setting Work is normally performed in a typical interior/office work environment.
Job Status Full Time
Percent Duty Time 100

Position Details

Posting Number S00249
Reports to (Title) Controller
Work Schedule 9-5
Position End Date (if temporary)

Posting Details Information

University of the Sciences EEO Statement

The University of the Sciences is an Equal Opportunity Educational Institution/Employer.

Close Date
Open Until Filled Yes
Special Instructions to Applicants
Additional Information

Posting Supplemental Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter/Letter of Application
Optional Documents