Program Associate - Miami University in Oxford Ohio

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Miami University

Oxford, Ohio

United States

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Detailed Job Description

JOB ID:  1100 - SATSS - FT

The Program Associate performs a variety of clerical and administrative tasks related to the oversight of the daily operations of the Department of Marketing in the Farmer School of Business.


1.  Provide administrative support to department Chair and faculty to include taking messages for professors, aiding with research request reports from the Registrar, checking student schedules, updating faculty contact info and office hours posting on doors and FSB website, collecting hard/electronic copies of course syllabi and ordering Textbooks and acting as liaison w/publisher reps;

2.  Research, compile and prepare reports and presentations such as course evaluations (create and retain report based on results), create/maintain records for departmental program review including:  enrollment data, student profiles, job placement, and prepare reports based on compiled findings;

3.  Act as department liaison to process university transactions for course scheduling, student records, faculty contracts, etc.  Process departmental requests for admission & advising information, process scholarships, photos, and announcements and maintain departmental files, PowerPoint presentations, and create and update departmental forms & publications;

4.  Process student forms/petitions/advising including DARs, force adds, grade change, credit transfer, independent study, thematic sequence, change of major;

5.  Manage budget and purchase requests using purchasing system, BuyWay and university credit card. Reconcile monthly departmental credit card transactions, process all requisitions & direct pays and travel and expense reporting and reimbursements.  Oversee gift accounts, check deposits, file maintenance and distribution of monthly reports;

6.  Coordinate departmental events, summer workshops and travel arrangements (including but not limited to preparing tent cards/name tags, ordering catering, maintaining rsvp's, decorations, ordering electronic equipment, Shriver/Marcum reservations, meeting accessories - note pads, pens, setup/cleanup)  Oversee travel records and allotments for faculty, including travel arrangements for airline, hotel, and conference registrations.  Manage preparations and arrangements for departmental visitors;

7.  Prepare Promotion and Tenure packets for faculty. 

8. Coordinate arrangements for new faculty positions including Hire Touch forms, posting position advertisements, gathering information for search committees, making travel and housing arrangements, as necessary, preparing Employment Recommendations (ER), and maintaining applications and electronic files.  Create and maintain electronic personnel files and prepare faculty contracts related to teaching, center, programs, awards, EPAF’s, and special payroll documents;  

9.  Assist new faculty and staff with building tours, and equipment needs such as new computers, phone set up, mail routing, and general office supplies.  Manage key/card access and telephone requests, as well as assist with running DARs and class schedule reports for all department faculty and staff.  Maintain department listservs;

10.  Oversee department’s student employment staff.  Prepare necessary paperwork through employment system for student staff.  Oversee hiring, work schedules, approving time cards, performance and daily functions of student employees.  Delegate work from faculty to student workers as appropriate;

11.  Assign & schedule classrooms, conference rooms for meetings, and appointments Provide information via telephone, mail, email and in person. Take department and program meeting minutes.  Send Thank You letters to department gift donors:

12. Manage service requests for office equipment and order office supplies, business cards and stationary.  Determine the proper method to process these transactions through BuyWay, use of department credit card, direct pay, etc. while following and supporting stewardship guidelines of the University, Division and the department; 

13.  Primary point of contact for the Department of Marketing regarding departmental, divisional, and university policies and procedures.  Initial contact for processing incoming information searches and/or documents related to daily operations including but not limited to typing exams, data entry, scanning, faxing, shredding and coordinating pickup for large/confidential shredding;

14.  Perform other projects as assigned by the Chair of the Department of Marketing and provide back-up for other department staff as designated. 

Minimum Qualifications

Requires nine months of coursework or training beyond high school in business and three years of related experience, or an equivalent combination of education and expertise.

Working Conditions:

Generally typical office environment.  May require considerable walking, standing, or bending.  May have periodic assignments which entail dealing with modestly unpleasant conditions.

Preferred Qualifications

Knowledge of unit's operations, policies, and procedures; supervisory skills; knowledge of computer and office applications; research skills. Must possess demonstrated computer skills with office applications. 

One year of coursework or training beyond high school and five years of experience, or an equivalent combination of education and experience; knowledge of Miami University's systems including BuyWay, Banner and 25Live.

Advanced Excel skills a plus. Excellent communication skills, research skills, and experience with budgeting and accounting.

Knowledge, Skills, Abilities, and Worker Characteristics:

Knowledge of unit’s operations, policies and procedures, and supervisory skills.  Must possess demonstrated computer skills with office applications, advanced Excel a plus, communication skills, research skills, and experience with budgeting and accounting.

Miami University, an equal opportunity/affirmative action employer with smoke- and tobacco-free campuses, is committed to a multicultural environment and strongly encourages applications from minorities, females, veterans and individuals with disabilities.

Keyword Phrases

  • Marketing
  • Program Associate
  • #1 Nationally for best teaching
  • Opportunities for growth and advancement
  • Inclusive, equitable working environment
  • Program Administrators and Coordinators
Employment Type:Administrative Staff
Degree Required: See Job Description
Experience: See Job Description
Level of Job: See Job Description
Salary: See Job Description
Type of School:Research University
Application Requirements: CV/Resume
Cover Letter