"Office Associate, Senior - Early Care"

Job Title

Office Associate, Senior

Job Purpose

To manage the financial operations of the Early Care & Education Center (ECEC). This role is responsible for maintaining and monitoring the ECEC budget, processing parent contracts and payments, and overseeing the financial transactions to ensure accuracy, compliance, and alignment with institutional policies. The position plays a key role in supporting the fiscal health of the ECEC by handling day-to-day financial tasks, generating budget reports, and coordinating with internal departments and external vendors. To support the financial and contractual aspects of the Early Care & Education Center. In addition to overseeing ECEC finances, this position provides valuable support to the Dean's Office in areas such as website management, financial processing, contract administration, event planning and logistics, and internal and external communications. By effectively managing the ECEC's financial responsibilities, this role enables smoother operations across both units.

Essential Duties and Responsibilities

• Parent/Child Contracts: The person in this role is responsible for overseeing all parent/child contracts, including meeting with parents to explain and facilitate the signing of annual contracts. This process involves creating and managing contracts, as well as ensuring that parents are fully informed about their commitments. If parents wish to change or void their contract, the person in this role is responsible for holding families accountable for any financial obligations created by the change.
• Create Creation: The role involves creating and printing annual contracts and calendars, likely to ensure alignment with school or program schedules (e.g., academic year, public school district).
• Financial Management & Tracking:
  • Spreadsheets & Budgeting: The individual will create two key spreadsheets: one to track tuition payments and another to monitor the center's budget. This requires attention to detail and familiarity with basic account principles. In addition, the individual is tasked with compiling and submitting the next year's budget and tuition fees, aligning with the multiple calendars (academic, public school, and UW Administrative year).
  • Payroll Deduction Management: The role includes submitting monthly payroll deductions for parents who opt for them, which requires attention to payroll systems and a strong grasp of financial data management. Additionally, this role supports the ECEC with the hiring of part-time employees.
  • Tuition & Payment Tracking: The employee is responsible for daily checks of tuition payments via Touchnet, logging these payments, and communicating any discrepancies with the system or parents. Additionally, they are tasked with sending out late payment notices and explaining late fees to parents, which involves clear communication and customer service skills.
  • Tax Letters & Receipts: The person in this position will issue tuition-related tax letters and receipts to parents, ensuring compliance with relevant tax documentation standards.
  • Financial Oversight & Purchasing:
    • State of Wyoming Meal Checks & Foundation Accounts: The role involves managing the deposit of meal checks and ensuring that Foundation accounts are balanced and tracked appropriately and provide a detailed financial report for the food program audit. The person will also need to revisit the KW Scholarship program with the Foundation to ensure that it is being utilized effectively.
    • Expense Management & Purchasing: The person is responsible for approving P-card charges and expense reports, as well as overseeing the purchase of large equipment for the center. This requires careful attention to budgets and the ability to handle procurement and financial approvals.
• System Management:
  • Touchnet and Website Updates: The role requires collaboration with Financial Services to address Touchnet-related issues and ensure smooth communication with parents using the system. The person must also coordinate updates to the website with new tuition rates after the summer program, requiring both technical and communication skills.
  • ECEC Website Management: The job includes working with the person responsible for the center's website and updating tuition rates, ensuring that all online information remains accurate and up-to-date.
• Communication & Customer Service:
  • Flex Receipts & Termination Emails: The employee is responsible for sending Flex receipts on a monthly basis to parents who request them, as well as responding to termination emails from Student Financial Services, ensuring that any necessary follow-up actions are taken.
  • Late Notices: Sending out late notices requires a mix of customer service and problem-solving skills, especially when dealing with late fees and payment discrepancies.
• Website Management: Update and proof web pages, ensuring accuracy and brand consistency for the Dean's Office.
• Financial Processing: Prepare and submit non-PO (non-purchase orders) and expense reports for the Dean's Office.
• Contract Administration: Draft, route, and track service contracts; coordinate signatures and ensure compliance with policies and procedures for the Dean's Office.
• Event Planning & Logistics: Coordinate all aspects of Dean's events to include catering orders, space reservations, AV needs, REVP tracking, and on-site support for the Dean's Office.
• Communications & Mailings: Assemble and mail invitations, thank-you letters, and mass email campaigns for the Dean's Office.

Competencies

• Analysis/Problem Identification
• Attention to detail
• Consistency
• Individual Leadership
• Initiative
• Quality Orientation
• Work Prioritization & Management

Minimum Qualifications

Education: Associate's degree, or equivalent combination of education and experience of 3 years. Experience: 1 year progressively responsible work-related experience.

Desired Qualifications

Experience working WyoCloud and Touchnet.

Required Application Materials

Complete the online application. The department additionally requests candidates upload the following document(s) for a complete application: 1. Cover letter 2. Resume or C.V. 3. Contact information for four work-related references (references will only be contacted if you are selected as a finalist for the position).

Work Location

On-campus: This position provides vital support to campus customers, and the successful candidate must be available to work on campus.

Work Authorization Requirements

The successful candidate must be eligible to work in the United States. Sponsorship for H-1B work authorization or work visa is not available for this position.

Hiring Statement/EEO

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. In compliance with the ADA Amendments Act (ADAAA), if you have a disability and would like to request an accommodation to apply for a position, please contact us at 307-766-2377 or email jobapps@uwyo.edu.

About Laramie

The University of Wyoming is located in Laramie, a charming town of 30,000 residents nestled in the heart of the Rocky Mountain West. The state of Wyoming continues to invest in its only 4-year university, helping to make it a leader in academics, research, and outreach with state-of-the-art facilities and strong community ties. We invite you to learn more about Laramie by visiting the About Laramie website.

Located in a high mountain valley near the Colorado border, Laramie offers both outstanding recreational opportunities and close proximity to Colorado's Front Range and the metropolitan Denver area. Laramie's beautiful mountain landscape offers outdoor enjoyment in all seasons, with over 300 days of sunshine annually. For more information about the region, please visit http://visitlaramie.org/.