Administrative Associate

Now Hiring! Administrative Associate
📍 Location: Arthur O. Eve Higher Education Opportunity Program (HEOP)

🕒 Schedule: M-F, business hours (modified full-time schedule)

💰 Pay: $17.00 per hour
📄 Position Type: Modified Full-Time

Why Join Canisius University

Canisius University serves approximately 2,500 undergraduate and graduate students.  As a Catholic and Jesuit University, Canisius has its foundation in the fundamental values of academic excellence, leadership, faith and social justice. Canisius is committed to educating and preparing men and women to become leaders in their professions and their communities, and in service to humanity. The University is an equal opportunity employer committed to recruiting, supporting, and fostering a diverse community of outstanding faculty, staff, and students.

What We Offer:

✅ Salary: $17 . 00 per hour *

✅ Comprehensive Insurance Benefits – Health, Dental, Vision, Life and Long-Term Disability available the first of the month after the employee’s date of hire
✅ 403(b) with Company Contribution – Plan for your future with confidence – contribution from the university is available after one year of employment
✅ Paid Time Off – Includes vacation time, personal time, sick time, and paid holidays
✅ Tuition Benefits – Available for full-time employees and their qualified dependents

*Please note that the compensation information is a good faith estimate of the base pay for this position. The selected candidate’s compensation package for this position will be provided during the interview process.

Your Role as Administrative Associate :

The Arthur O. Eve Higher Education Opportunity Program provides academic and financial support to eligible students in their pursuit of a college degree. Funded in part by the New York State Education Department, HEOP Students participate in a 4-week summer program, attend workshops, and meet regularly with program staff. The program is housed within the Canisius Opportunity Programs for Education Department.

The administrative associate acts as a point of contact for the department with both internal and external constituencies, assists and represents the office by handling concerns as they arise.  The administrative associate provides support to the Director of HEOP/AVP for Diversity, Equity, and Inclusion, the Associate Director, and the Coordinators of Academic Support Services and Counseling.  This is a modified full-time position; occasional weekends are required when workshops/events are scheduled.

Key Responsibilities :

🔹 Contribute to an inclusive office environment by demonstrating active listening, establishing relationships, and providing assistance to students and other members of the campus community.

🔹 General office duties include answering phones, greeting visitors, scheduling appointments, maintaining office files, ordering office supplies, overseeing service of office equipment, and emailing communications.

🔹 Prepare and maintain accurate student records.

🔹 Assist with the department budget. Track program expenditures.  Prepare budget forecast.  Verify all expenditures against business office records.  Maintain receipts for all expenses. 

🔹 Prepare monthly reports for the HEOP Director and Associate Director.

🔹 Oversee finance actions, including direct pay requests, and CentreSuite (department VISA transactions)

🔹Provide oversight of social media platforms by posting information about programs and events

🔹 Manage travel arrangements, program activities, staff/campus meetings, and workshops. 

🔹Coordinate student textbook distribution in collaboration with the campus bookstore.

🔹 Attend departmental meetings and develop a record of the meeting minutes.

🔹 Compile information and assist with grant proposals/reports for submission to the New York State Department of Education.

🔹 Prepare and distribute annual reports for schools, college administrators, and staff members.

🔹 Provide support service reports for all program participants.  Identify students who have not participated in any activities for the year.  File reports in student folders.

🔹 Supervise work-study students and/or graduate assistants.

🔹 Assist with other projects as needed .

What You Need to Succeed:

✔ Qualifications:

Education and Certifications

• High School Diploma or Equivalency.

Knowledge, Skills and Abilities

• Demonstrated success in working as a member of a diverse team.

• Strong organizational skills and the ability to manage multiple and varied projects while meeting daily deadlines.

• Proficient in Microsoft Office, Outlook, Word, Excel, PowerPoint, and a willingness to learn new programs/systems.

• Awareness of and commitment to addressing the needs of students from economically and educationally disadvantaged backgrounds preferred.

• Familiarity with educational opportunity programs or human services is preferred.

• Must be eligible to work in the United States.

Experience

• Minimum 2 years of demonstrated administrative support experience is required.

• Experience with data management and manipulation in Excel preferred.

• Experience with Banner and/or other learning management software preferred.

📢Apply Today!

To apply, go to The review of applications begins immediately and will continue until the position is filled. Please include your cover letter, resume and three references with their contact information, with your application.

The Office of Human Resources at Canisius University utilizes an online recruitment management system.

Individuals who need reasonable accommodation under the ADA in order to participate in the search process should contact the office of human resources at (716) 888-2240.

Important Information:

Canisius University participates in E-Verify to confirm employment authorization. The E-Verify process is completed alongside the Form I-9 on or before your first day of work. For more details, visit ] and search "E-Verify."