"Office Professional IV"

Job Details

Description

1. Serve as the department Office Professional under the administrative guidance of the Department Chair, to include: plan, document, and monitor the school's budgets. Provide financial guidance to the Chair and Faculty regarding the status of accounts and approval of expenses. Prepare weekly, monthly, quarterly, and annual budget reports and reconciliation to the chair and others, as requested. Administer Office budget policies and procedures. Monitor budgets of subordinate areas; invoice customers and deposit revenue into appropriate accounts.
2. Serve as the department Office Manager, to include: coordination of office calendar and deadlines, purchasing, inventory, and equipment maintenance. Hire, train, and supervise student employees if allocated. Determine best practices for the office.
3. Function as a customer relations specialist, to include: providing information about the Department of Nutrition, Kinesiology and Health, advising students of enrollment and admission procedures, promoting programs to prospective students, and responding to non-routine written and verbal inquires. 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, 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.
5. May occasionally assist with administrative duties for other departments within the College of Health, Science, and Technology when needed.

Examples of Duties

Provide administrative support to the department chair, faculty, staff, and students to include: - 35%

• Schedule meetings and appointments for the chair and other faculty as requested.
• Coordinate, schedule, create and maintain room assignments and class schedules in Banner and 25Live.
• Coordinate and schedule seminars and special events and visiting faculty arrangements in Warrensburg. Aid the chair with correspondence and rosters.
• Aid with preparation of internal and external review documents including materials for HLC approval and national accreditation (Commission on Accreditation of Athletic Training Education and Accreditation Council for Education in Nutrition and Dietetics), and curriculum changes. Compile necessary data as directed.
• Coordinate aspects of the faculty search process and monitor compliance of the same.
• Receive application and supporting materials from applicants, prepare search files, distribute information to the search committee chair, and correspond with applicants.
• Prepare summer appointment forms, annual reports, planning and budget requests, and assist with developing semester class schedules.
• Take minutes at meetings, as needed.
• Transcribe, correct errors, and distribute minutes to faculty.
• Maintain minutes in Google Drive department community for review purposes.
• 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 the chair and/or faculty in the performance and completion of academic, administrative, or any department, college, or university-related assignments, duties, and responsibilities.
• Print and send information letters or electronic communications to prospective students.
• Maintain department files and historical records.
• Provide assistance to students to enroll in courses, as approved by faculty.
• Attend workshops to maintain and continuously improve computer and job-related skills.
• Assist in collection and preparation of admission materials in SLATE for admission requirement into selected master’s programs.
• Assist with all State records and reports including faculty qualifications, annual reports, and site visits.
• Maintain department databases for profiles of past graduates for ongoing assessment of number of years required to complete program.
• Organize useful systems for document retrieval, department inventory, and student and faculty files.
• Collect, coordinate and maintain student records and faculty records for admission to program and clinical compliance (e.g. CPR, certification, background checks, insurance, licenses). Prepare internal program evaluations.

Function as an Office Manager, to include: - 30%

• Manage the department’s main offices in Warrensburg and peripheral suites.
• Responsible for submitting work orders, monitor progress of work orders, and determine if work is complete. Monitor building access; serve as the primary contact of faculty, staff, and students for key requests. Serve as the point of contact for emergencies in the facilities
• Hire, supervise, and train student office workers. Assign the appropriate work-load for each student worker. Monitor hours worked and support approval of student time sheets with chair.
• Maintain office calendar and monitor deadlines.
• Manage purchasing activities. Coordinate purchase of laboratory consumables and equipment. Prepare equipment and laboratory supply purchases, place, receive, and inventory orders. Coordinate purchase of software licenses, laboratory instruments, 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 Purchasing Office.
• Maintain and coordinate the repair of office, laboratory (teaching), and teaching equipment.
• Serve as the department technology monitor, i.e. computers, multi-media classrooms, and phones. Call-in work orders to repair malfunctioning equipment. Submit phone and network access requests.
• Create and maintain computerized and manual office filing system. Create and maintain student and faculty files. Prepare undergraduate and graduate paperwork.
• Schedule office equipment maintenance and ensure availability of supplies for copiers, fax machines, etc. Maintain current service contracts on office equipment.
• Post department communication for chair/faculty and staff through UCM email and Google Docs.
• Transacts daily routine of receptionist, trouble-shooter, and office professional for department on Warrensburg campus.
• Manages all faculty and adjunct records including all hiring materials
• Analyzes resource needs for office functions, orders materials and maintains solvents budget for department.
• Initiates independently, as needed, to maintain University/Department policies or reply to urgent request.
• Arranges for productions of numerous reports for the University and accrediting agencies.
• Coordinate events held at the Warrensburg and MIC campus and the chair’s schedules at the locations.
• Maintains data base for profiles of past graduates for ongoing assessment of number of years required to complete program.
• Organizes useful systems for document retrieval, department inventory, and student and faculty files.
• Collect, coordinate and maintain student records and faculty records for admission to program and clinical compliance (e.g. CPR, certification, background checks, insurance, licenses)
• Posts curriculum materials using Adobe Acrobat as needed.
• Prepares internal program evaluations.
• Reconcile monthly budget reports from Accounting Services. Retrieve budget information from the mainframe
• Initiate budget-related paperwork, to include: inter-department transactions (IDTs), budget amendments, payment requests, purchase requests, purchase orders, etc.
• Manage, prepare, and maintain the departments credit card accounts as per the regulation established from Procurement.
• Oversee lab chemical procedures and waste removal.
• Assist designated faculty member with collecting information for the web page.
• Assist the department with web edits.

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

• Provide information about the Department of Nutrition, Kinesiology & Health.
• Promote programs to prospective students, and proactively advise them of possible related courses of interest, program admission, eligibility and academic policies unique to department.
• 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.
• Maintain and respond to all email accounts accordingly.
• Present a positive attitude and image to the public.
• Be able to assist students with the technological aspects of services offered.
• Manages department program recruitment through vendors, advertising, searches, and multiple surveys.
• Provide general information on procedures for admission to the department and for retention, progression, and readmission.

Provide administrative support to the department chair, plan, document, and monitor the department budgets, to include: - 25%

• Plan, document, and monitor the fiscal year budget, consisting of organizations and foundation accounts of the Department of Nutrition, Kinesiology, & Health. Generate budget amendments and reconcile all disbursements and income transactions in each.
• Provide financial guidance to the chair regarding the approval of expenses.
• Prepare weekly, monthly, quarterly, and/or annual budget reports to the chair, and others as requested.
• Monitor foundation accounts, organize scholarship awards, prepare scholarship and academic achievement award payment requests, and assist faculty with award communications to students.
• Monitor budget, prepare required paperwork, forward paperwork for signature and commitment of funds, invoice customers, and deposit revenue into appropriate account(s).

Typical Qualifications

Education:

• Associate’s degree in Office Administration, Business, or related field required. (60 credit hours)
• Bachelor’s degree preferred.
• Education may be substituted for experience or experience may be substituted for education. Note that equivalencies are based on the following: AA or 60 credit hours = 2 years experience; BA/BS or 120 credit hours = 4 years experience; MA/MS = 6 years experience

Experience:

• Three (3) years administrative support experience assisting an administrator/director.
• One (1) year budget operations, financial analysis, or accounting. Two years preferred.

Supplemental Information

You must attach a reference letter to your application. If you fail to do so, your application will be marked as incomplete.

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.