Office Professional IV

Office Professional IV

Company:
University of Central Missouri

Job Location:
Warrensburg, 64093

Category:
Administrative Assistants

Type:
Full-Time

Salary: $19.34 Hourly

Location: UCMO - Warrensburg, MO

Job Type: Non-Exempt Staff Full Time

Job Number: 999025

Division: School of Industrial Sciences &Tech

Description

1. Provide administrative support to include: plan, document, and monitor budgets. Provide financial guidance to the department chair and faculty regarding the status of accounts and approval expenses. Prepare weekly, monthly, quarterly, and annual budget reports and reconciliation as requested. Administer office budget policies and procedures. Invoice customers and deposit revenue into appropriate accounts.
2. Serve as Office Manager, to include: coordination of office calendars and deadlines, purchasing, inventory, and equipment maintenance. Hire, train, and supervise student employees, if necessary. Determine the best practices for the office.
3. Function as a customer relations specialist, to include: providing information about the department, advising students of enrollment and admission procedures, promoting programs to prospective students, and responding to non-routine written and verbal inquiries. Ensure connectivity to all technical based services for all users by performing routine computer corrections, as directed; remain knowledgeable of changes in technology and be familiar with program capabilities. Be able to assist students.
4. Provide administrative support to the department chair and faculty to include: scheduling appointments, meeting rooms, and extracurricular use of classrooms and space, creating and distributing correspondence, making travel arrangements, and monitoring and assisting with special projects. Serve as the resource referral person in the Chair's absence. Assist in coordinating on and off-campus events to include in-service, luncheons, receptions, etc.

Examples of Duties

Under the administrative guidance of the Department Chair, plan, document, and monitor the department budgets, to include: - 40%

• Plan, document, and monitor the fiscal year budgets for the school and its seven programs (6 BS degrees, 2 MS degrees, 4 minors, 5 undergraduate certificates, 2 graduate certificates, and 1 cooperative PhD program, including general operations, revenue shares, grand funds, and foundation accounts. Generate budget amendments and reconcile all disbursements and income transactions in each.
• Provide financial guidance to the Chair regarding the approval of expenses.
• Prepare monthly and annual budget reports for the Chair, and others as requested.
• Collaborate with Accounting Services and/or the Budget Analyst to create new accounts and/or to resolve budget-related problems.
• Administer and enforce department budget policies and procedures. Identify process and/or procedure problems.
• Monitor foundation accounts, and scholarship accounts, Oversee correspondence to donors. Monitor budget, prepare required paperwork, forward paperwork for signature and commitment of funds, invoice customers, and deposit revenue into appropriate account(s).
• Monitor and follow guidelines for Technology and Course-Consumable fees, ensuring fees are updated due to University's committee guidelines.
• Assist principal investigators in the administration of grants to include tracking all expenditures and other necessary information. Assist in the preparation of grant reporting documents.
• Assist faculty in the preparation and submission of grant application documents and in the management of internal and external grants.

Provide administrative support to the school to include: - 30%

• Order all office supplies for department and enter requisitions through Banner.
• Create and/or update brochures/announcements and evaluations for various department-sponsored functions.
• Schedule appointments for the Chair.
• Type and distribute correspondence, handouts, reports, letters, memos, etc.
• Collect data from various sources and compile information into reports to include but not limited to Argos.
• Process room requests through Meeting and Conference services in 25LIVE.
• Assist with arrangements for various social and scholarly functions within the department, including 5 advisory board meetings and the annual awards reception.
• Greet and assist all in-person and telephone customers.
• Respond to routine inquiries; refer complex inquiries to the appropriate person.
• Send information to external customers, as directed.
• Retrieve and respond to voice mail messages.
• Receive, prioritize, and route incoming mail.
• Annually update programs and list of degrees offered.
• Prepare monthly BPC reconciliation (credit card) for all faculty within the department.
• Prepare weekly, monthly, quarterly, and/or annual budget reports to the Chair. Administer and enforce department budget policies and procedures. Identify process and/or procedure problems.
• Monitor foundation scholarship accounts, coordinate scholarship awards and post in Scholarship Finder.
• Schedule Meetings and appointments for the chair and other faculty as requested.
• Coordinate, schedule, and/or prepare change requests for room assignments, class schedules, seminar, and special events.
• Assist with preparation of internal and external review documents including materials for accreditation and curriculum changes.
• Complete appropriate paperwork and track expenses for faculty searches. Prepare search files, distribute information to the search committee chair, and correspond with applicants, including making hotel reservations, reserving rooms for interviews, etc. Prepare appointment form when candidate is hired.
• Enter and adjust semester course offerings as needed in Banner. Notify students of changes that affect their schedule. Work with administrative assistant to ensure all faculty workloads are correct and proper payment amounts are entered.
• Monitor and assist with special projects and report non-routine activities to the chair.
• Serve as a resource referral person in the Chair's absence.
• Assist Chair and/or faculty in the performance and completion of academic, administrative, or any program level, college, or university-related assignments, duties, and responsibilities.
• Maintain program files, historical records, and alumni contact information.
• Attend workshops to maintain and continuously improve computer and job-related skills, as determined necessary or as suggested by university directives.
• Monitor budget, prepare required paperwork, forward paperwork for signature and commitment of funds, invoice customers, and deposit revenue into appropriate account(s).
• Prepare monthly BPC reconciliation (credit card) for all faculty within the department.
• Post charges in Banner to student accounts for occasional extra materials usage items.
• Post all student employee and graduate assistant positions and complete hiring forms.
• Maintain calendar of recruiting events, reserve displays, and prepare handouts, swag, etc. for the event.
• Serve as liaison between faculty members and textbook services to make sure textbooks are ordered in a timely fashion.

Function as the office manager to include - 20%

• Hire, supervise, and train student office workers, and approve individual's timesheets. Track hours by student and by program area.
• Maintain office calendar and monitor deadlines.
• Manage high volume purchasing activities. Coordinate purchase of consumables and equipment. Prepare equipment and supply purchases, place, receive and inventory orders. Coordinate purchase of software licenses, laboratory computers, and teaching equipment.
• Order and maintain current inventory of office supplies.
• Maintain office equipment and furniture inventory. Conduct the annual inventory in conjunction with the Procurement Office.
• Maintain and coordinate the repair of office, laboratory, and teaching equipment.
• Establish and coordinate office filing system.
• Schedule office equipment maintenance and ensure availability of supplies for copiers, printers, etc. Maintain current service contracts for office equipment.
• Serve as technology monitor. Monitor compliance of copyright agreements. Call in work orders to repair malfunctioning equipment. Submit phone and network access requests.
• Serve as assistant building manager reporting all building issues and entering work requests into the system.
• Track all curriculum changes and use to proof catalog copy to ensure all changes have been made.

Function as a customer relations specialist, to include: - 10%

• Provide information about the School in response to inquiries and requests.
• Promote programs to prospective students and advise them of possible related courses and scholarships of interest.
• Facilitate knowledge of available off-site programs.
• Refer students to program coordinators for detailed information.
• Advise students of enrollment and admissions procedures.
• Coordinate requests for and schedule prospective student meetings with faculty.
• Receive non-routine written, electronic, and verbal customer queries, evaluate the situation, and determine the appropriate course of action and/or refer students to the appropriate department to meet student needs.
• Serve as point-of-contact for students, parents, and other customers with complex inquiries.
• Assess any questions and concerns and advise the customer of applicable University policies and procedures related to their concerns. Investigate related details, as necessary, resolve issues or refer unresolved issues and/or exceptions to the School Chair.
• Present a positive attitude and image to the public.
• Be able to assist students with the technological aspects of services offered.

Typical Qualifications

Education:

• Associate's: Office Administration or related field required.
• Bachelors degree in any field preferred
• Education may be substituted for experience or if experience may be substituted for education. Note that equivalencies are based on the following: AA = 2 years experience; BA/BS = 4 years experience; MA/MS = 6 years experience

Experience:

• Three (3) years advanced administrative support experience assisting a high-level administrator/director.
• One (1) year budget operations, financial analysis, or accounting. Two years preferred.
• General understanding and background regarding UCM is preferred.

Supplemental Information

The anticipated start date for this position is no earlier than Monday, August 17th, 2026.

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.

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