We're Hiring!

Department:

Honors Program

Anticipated Start Date:

August 10, 2026

Salary:

$36,000.00 - $38,000.00 commensurate

Work Hours:

8:00 a.m. – 4:30 p.m., Monday - Friday, evenings and some weekends required.

Job Summary:

The Administrative Associate provides administrative support to the Honors College reporting to the Dean. This position works closely with the Honors College Coordinator ensuring the program information database is maintained and provides support to program students. Also works closely with other departments on campus to ensure smooth operation of the Honors College. The administrative associate also assists with other administrative duties within the Honors College including prelaw, the American Democracy Project, the model simulations (UN and MAL), study abroad and study away. 

Duties and Responsibilities:

• Works with the Dean, Honors Board and Staff to identify, develop, coordinate, organize and schedule programs, classes, or events by locating meeting space, arranging catering, and ordering supplies. Assists with the implementation of events for Honors College; with Honors events, as needed, including scheduling facilities, order AV equipment, etc.; and in the scheduling and organization of University Honors courses each semester.
• Communicates with all Honors students through email and notification systems. Includes reminders for deadlines, meetings, events, and service. Also maintains the Honors email database and monitors and responds to the general honors email address.
• Creates and updates files, reports, tables, charts, databases, minutes, and other documents:
  • Compiles reports for orientation sessions and send emails to registered students.
  • Compiles reports showing current GPAs and registration for program members.
  • Maintains an efficient filing system.
  • Maintains database of Honors Program Members’ information.
  • Maintains database of social, service, and fundraising events.
  • Maintains database of UH courses and instructors, and UH syllabi
  • Maintains database of Honors by Contract courses and instructors.
  • Works with Program Coordinator to create reports from distributed surveys.
  • Maintains SACSCOC data for reports. Enters information for Assessment and Operational Plans for Honors, Special Programs, and the American Democracy Project.
  • Creates UH courses in Banner and reserves UH classrooms for faculty.
• Keeps appointment calendars and Honors College calendar current. Maintains the Dean's calendar while coordinating with program coordinator’s calendar.
• Receives, screens and routes visitors and students, answers routine inquiries by phone, email, or in person, or refers to the appropriate person. Presents a professional appearance while representing the University and the Honors College with internal and external clients. Represents the College at Orientation, Admitted Students Days, and Preview Days.
• Works closely with other University departments to assist Honors students with questions and issues.
• Assists in advising Program-wide Honors students during the registration process. Conducts the initial review of Honors trial schedules, worksheets, and plans of study for priority registration for Program-Wide members. Codes eligible program-wide members in Administrative Banner for priority registration and issues overrides, as needed.
• Monitors meeting attendance, and social and service participation for Priority Registration eligibility for Program-Wide Honors students.
• Monitors and maintains Honors by Contract submissions in Dynamic Forms and in Excel. Issues reminders to students and instructors regarding the description of contracts, and appropriate signatures at the beginning and end of the semester. Communicates with Registrar’s Office at the close of each semester regarding Honors credit earned for each semester.
• Maintains the schedule for Fall and Spring student meetings, and social and service events. Organizes the Honors Board meetings held in Fall and Spring.
• Works with the Dean and Program Coordinator in creating the annual budget for Honors, Special Programs, and the American Democracy Project. Monitors the accounts in Banner Finance. Tracks the budget expenditures for the operating budget for Honors, Special Programs, and the American Democracy Project.
• Distributes JSU Honors Scholarship applications to the Honors Board and calculates rubric scores for each applicant. Schedules student interviews and communicates interview schedule with applicants and board members, facilitates interviews, and assists with communication.
• Processes Honors College applications and composes letters for applicants. Validates student information and keeps academic record standings.
• Creates and maintains Dynamic Forms.
  • Honors by Contract
  • Honors College Application
  • Archive old dynamic forms to keep system maintained.
• Runs reports in Argos and Banner.
• Works with the Web Services department to maintain Honors Program web page.
• Attends after-hours events for Honors students on campus, as needed.
• Assists students with copier, computers, and printers, as needed.
• Receives, sorts according to content, and distributes mail; organizes correspondence requiring attention of supervisor; independently answers correspondence requesting standard information or materials; may modify form letters to apply to various situations; completes routine forms.
• Inventories and orders office supplies; orders computers, furniture, etc. as needed.
• Reserves Motor Pool for Honors sponsored Study Away, Study Abroad, and Day Excursions for Honors College members.
• Works with Program Coordinator to create and distribute surveys as requested by Honors Dean.
  • University Honors course evaluation surveys at mid-term. Send results to department heads of faculty.
  • Study Away/Study Abroad surveys
  • Meeting surveys
• Works with the Marketing department and the Print Shop regarding creating advertising items: brochures, postcards, letterheads, notecards, etc.
• Prepares contracts, specifications, or other forms requiring precise knowledge of methods, procedures, policies, or other information.
  • Submits supplemental faculty contracts for UH instructors each semester.
  • Submits IT tickets and maintenance requests as needed.
• Prepares medallions for graduating Honors students.
• Assist in planning of Honors Graduation Reception.
• Works with the Admissions Office on incoming student outreach and opportunities.
• Gathers materials needed for potential student events (Admitted Students Day, Preview Day, Orientation, etc.)
• Attends Banner workshops to keep current on all university policies and procedures.
• Volunteers at one ceremony at each Commencement Ceremony held in Spring, Summer, and Fall
• Uploads and submits the annual Operational and Assessment Plans.
• Monitors posts in the Extended Dean's Council.
• Uploads the Strategic Plan/Board of Trustees "Good News" items each quarter.
• Performs other duties and serve on committees, as needed, or appointed.

Required Minimum Qualifications:

• High School diploma or equivalent and,
• five (5) years full time equivalent experience in clerical or administrative support
• valid driver's license

Employee Benefits:

JSU strives to provide a great quality of life to our employees through an attractive, competitive benefits package for our full-time faculty and staff. These benefits enhance your salary as a JSU employee and are part of your total compensation package. Benefits include:

• Retirement Plans
  • Alabama Teacher’s Retirement System (TRS)
  • RSA-1 Deferred Compensation
  • 403-B Retirement Annuity (TIAA)
• Health Insurance
  • Medical (PEEHIP)
  • Optional plans:  vision, dental, flexible spending plan, dependent care, cancer, and hospital indemnity
• Long-term disability and life insurance
• Tuition assistance
• Paid and unpaid leave
• Employee Assistance Program
• Prescription assistance

For additional information regarding benefits, please visit our website.

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Equal Employment Opportunity: Jax State is an Equal Employment and Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, age, genetic information, national origin, disability status, protected veteran status, or any other characteristic protected by law.