"Administrative Assistant"

Administrative Assistant

Company:

University of Central Missouri

Job Location:

Warrensburg, 64093

Category:

Executive Assistants

Type:

Full-Time

Salary: $24.00 Hourly

Location: UCMO - Warrensburg, MO

Job Type: Non-Exempt Staff Full Time

Job Number: 999008

Division: Dean Business & Prof Studies

Description

• Serve as Assistant to the Dean.
• Serve as liaison between the college and provost office.
• Serve as liaison between the college and the college's departments/centers.
• Complete annual and/or special projects assigned by the dean.
• Supervise dean's office student workers.

Examples of Duties

Serve as an assistant to the Dean, to include: -40%

• Monitor, review, and ensure accuracy of departmental and college budgets. Use knowledge and experiences of university fiscal policies and operations to assure responsible use, management, and reconciliation of multiple budgets within the college, including Dean's Office, College Contingency Fund, CollegeCQIP/Assessment, College Student Technology Fees, College Faculty/Staff Recruiting, college advising, and Foundation and Scholarship accounts.
• Provide regular budget reports to the dean and as requested.
• Serve as the first point-of-contact for students, parents, faculty, departments, fellow deans, university administration, other university customers, and the community for issues regarding the University, college, and applicable departments and centers. Assess requests, resolving or referring to appropriate persons or offices as needed.
• Hear customer complaints regarding college-related issues, assess the situation and advise customers of applicable University policies and procedures; investigate related details, as necessary; resolve issues, refer complex issues or exceptions to policy to the Dean.
• Monitor and assist with meeting annual and/or special project deadlines, and ensure the Dean is aware of project progress and/or impending deadlines in a timely manner.
• Work with College Student Technology Fee Committee to provide summary of requests and funding availability. Provide list of requests approved for purchase by the committee to the Dean for approval. Monitor budget, maintain list of purchases.
• Schedule routine and requested appointments with the Dean. Gather and proactively provide the Dean with relative information prior to meetings.
• Serve as a liaison between the Dean and department chairs by conveying tasks for completion received from the Dean. Monitor and report progress to the Dean to ensure administrative requirement of the college and/or the University are met.
• Review for accuracy and process Appointment and Employment forms for new and part-time faculty.
• Coordinate travel arrangements for the Dean.
• Advise the Dean of various departmental workshops, activities, and events.
• Maintain the Dean's calendar.
• Coordinate meetings, luncheons, and special events for the Dean and/or college as needed.
• Provide administrative support for the Associate and Assistant Dean and College's Computer Technicians.
• Serve as co-building manager for Ward Edwards and Dockery buildings. Relay problems and work orders to the Physical Plant. Schedule and ensure accessibility of classrooms, and make alternate arrangements for classes, as necessary. Process building key requests and forward to Key Control. Serve as contact person for building vending machines.
• Serve as back-up web editor for the college.
• Complete other projects and tasks as assigned by the dean.
• Serve as back-up time sheet approver for the dean.

Serve as liaison between the college and the Provost Office, to include: -30%

• Prepare contracts for full-time faculty and department chairs in the college. Research and resolve contract exceptions with the assistance of the Provost Office. Utilize the electronic faculty load module.
• Monitor lectureship budget for part-time faculty, ensure completion of appointment forms in accordance with payroll deadlines, and prepare budget amendments to move funds to appropriate departments.
• Review requests for summer contracts, monitor enrollments to comply with enrollment minimums, and inform dean of problems. Process Summer Contract forms in accordance with payroll deadlines.
• Monitor Staffing Plan for the college, document changes as new faculty are hired; identify, relay, and resolve funding issues with the Provost Office.
• Ensure promotion and tenure lists are accurate and comport with contractual provisions for individual faculty.
• Coordinate and monitor search process for hiring new faculty. Assist departments to ensure that new hire paperwork is completed according to search guidelines. Manage the search budget.
• Review Monthly Transaction Detail Reports and Labor Distribution Monthly Reports for accuracy and resolve problems as they arise. Monitor faculty salary savings and vacancies and move funds as appropriate. Investigate and correct shortages in departmental administrative and faculty personnel lines.
• Complete faculty load reports to include monitoring reassigned time and faculty overloads.

Serve as a liaison between the college and departments of the college to include: -15%

• Coordinate with department chairs and office professionals to ensure deadlines are met for college and university requests.
• Notify departments of promotion and tenure eligibility and ensure deadlines are met.
• Train and/or advise department and center office professionals of the college regarding college and/or University policies, procedures, and requirements on a regular basis.
• Answer questions and/or research and resolve policy-related issues concerning the college and/or the University. Refer complex issues to the Dean.
• Coordinate dissemination and gathering of information between the departments, the college, the Provost Office, and other university offices.
• Schedule Ward Edwards conference rooms and classrooms and serve as point-of-contact for repair requests and other technology problems.
• Approve Graduate Assistant and student worker postings and hiring forms submitted by departments.
• Prepare Foundation Scholarship notifications and award amounts for approval

Supervise office student employees, to include: -10%

• Interview, select, hire, train, and manage student employees for the Dean's Office, schedule hours, approve time sheets.
• Assign daily and long-term assignments, and monitor progress.
• Discipline and/or terminate employment of student employees, as necessary.

Complete annual and/or special projects assigned by the Dean, to include: -5%

• Perform annual and/or special projects, to include preparation of parts of the AACSB accreditation process.
• Coordinate web surveys for Annual Department Chair Evaluations. Prepare results and forward to Dean. Coordinate web surveys for special projects involving the college.
• Compose and mail Dean's List letters each semester.
• Prepare summary of purchases from College Student Technology Fees to comply with guidelines and forward to Provost Office.
• Prepare Travel Expense Vouchers for Dean and any faculty where theHCBPSDean's Office is funding travel.
• Attend workshops to maintain and continuously improve computer and job-related skills, as necessary, or as suggested by University directives.
• Coordinate and arrange all aspects of the annual Harmon College School of Business Administration Awards Reception and other receptions during the year.

Typical Qualifications

Education:

• Associate's degree in Office Administration, Business or related field. A field related to college programs preferred.
• A Bachelor's degree is preferred in any field.

Experience:

• Five years advanced administrative assistant experience assisting a high-level administrator (president, vice-president, vice-provost, dean, department chair, or director).
• Three years experience with budget operations, financial analysis or accounting.

Supervisory Responsibilities:

• Lead worker: assigns, trains, schedules, oversees, or reviews work of others.
• Student Employees, including Graduate Assistants - 5

Budget Responsibilities: 40%

• Amount of sign-off authority: $500
• Monitor Budget

Supplemental Information

Physical Requirements: Lift 30 lbs

Special Instructions:

• Full-time staff & 12-month faculty benefits-eligible position: Benefits include competitive salary; health, dental, vision, life insurance, AD & D, long-term disability; 3 weeks paid vacation per year; 3 weeks of accrued sick leave per year; 13 paid holidays; retirement; and generous education assistance for an employee, spouse and dependent children taking classes at UCM.
• 9-month faculty benefits-eligible position: Benefits include competitive salary; health, dental, vision, life insurance, AD & D, long-term disability; 3 weeks of accrued sick leave per year; 13 paid holidays; retirement; and generous education assistance for an employee, spouse and dependent children taking classes at UCM.
• Part-time benefits-eligible positions: Benefits include generous education assistance for the employee.
• Temporary, adjunct, student employment, or graduate assistant positions: Benefits are not included.

Completed UCM online application for employment required. Incomplete applications will not be considered.

A review will begin immediately and continue until filled unless indicated otherwise.

NOTE: A background check is required for the selected candidate of all staff, faculty, adjunct, and temporary positions and any job offer is contingent on the results of this check. Student employees and graduate assistants do not require a background check to be conducted prior to employment.

The University of Central Missouri is an Equal Opportunity Employer.