Office Associate

Office Associate

The University of Nebraska at Omaha is an Equal Opportunity Employer, committed to preventing and eliminating discrimination against employees and prospective employees based on race, color, ethnicity, national origin, sex, pregnancy, sexual orientation, gender identity, religion, disability, age, genetic information, veteran status, marital status, and/or political affiliation. The University of Nebraska at Omaha does not condone or tolerate discrimination. In support of this policy, the University has implemented employment programs to recruit, employ, and promote qualified individuals based solely on their knowledge, skills, abilities and talents. These factors, along with our commitment to recruit, assess and select all candidates/employees using job-related criteria, ensure fairness, equal evaluation, and treatment in our selection decisions and processes.

Job Title: Office Associate

Job Grade: AB13H

Division: Academic Affairs

College/Dept: College of Public Affairs & Community Service

Department: Aviation Institute

Requisition Number: 2026-00327

FTE (full-time equivalency): 100

Work Schedule: Monday - Friday, 8:00 AM - 5:00 PM

Does the position provide the opportunity to work Remotely/Telecommuting? No remote/telecommute opportunity

Appointment Term: 12- 12/12 months

Is this position essential personnel according to the inclement weather policy? No

Pay Information: $19.04 - $19.86

Pay Schedule: Hourly

FLSA Designation: Non-Exempt

Position Summary: This position provides administrative support to the Director and the faculty of the Aviation Institute in the development, implementation, and assessment of an extensive array of teaching, research, and engagement activities. Keen attention to detail, excellent organizational skills, and the ability to work efficiently and effectively on a variety of projects simultaneously and with minimal direct supervision are essential. Excellent communication and interpersonal skills as well as a commitment to working collaboratively with faculty and staff are critical.

Job Duties:

Responsibility Area: Administrative Support

Duties: Provides comprehensive administrative support to the Aviation Institute Director, faculty, and staff in support of the Institute's academic, student, and engagement activities. Assists with correspondence, scheduling, document preparation, records management, purchasing, personnel processes, and other administrative functions. Serves as a primary point of contact for students, families, University offices, industry partners, and visitors and helps coordinate activities across the Institute's growing academic and flight-training operations.

Responsibility Area: Budget and Finance

Duties: Provides administrative support for the Aviation Institute's financial operations, including processing purchases, invoices, reimbursements, deposits, and other financial transactions. Assists the Director with monitoring and reconciling operating budgets, student fee accounts, development funds, grants, and other Institute accounts. Maintains appropriate financial documentation, assists with procurement processes, and works with University offices to ensure transactions are processed accurately and in accordance with University policies and procedures.

Responsibility Area: Office Management

Duties: Coordinates the day-to-day administrative operations of the Aviation Institute office and helps ensure an organized, professional, and student-focused environment. Maintains office records, files, supplies, equipment, calendars, and administrative processes and assists with coordinating facilities and technology needs. Responds to inquiries and directs students, faculty, staff, and visitors to appropriate resources while helping ensure effective communication and workflow throughout the Institute.

Responsibility Area: Event Planning and Coordination

Duties: Provides administrative and logistical support for Aviation Institute events and activities, including student events, advisory board meetings, industry and alumni activities, recruitment events, conferences, ceremonies, development activities, and other special programs. Assists with scheduling, facilities, catering, purchasing, invitations, registrations, materials, travel arrangements, and other event logistics. Coordinates with faculty, staff, University offices, vendors, and external partners to support successful events.

Responsibility Area: Communications

Duties: Supports internal and external communications for the Aviation Institute, including preparing and distributing correspondence, announcements, meeting materials, newsletters, and other communications. Assists with maintaining accurate and timely information for students, faculty, staff, University partners, and external stakeholders. Helps facilitate communication between the Institute's academic and flight-training operations and supports communication related to events, student activities, industry partnerships, and other Institute initiatives.

Responsibility Area: Faculty Coordination

Duties: Provides administrative support to full-time and part-time faculty and instructional personnel in carrying out the Institute's academic mission. Assists with faculty scheduling, course and instructional materials, meetings, hiring and personnel documentation, purchasing, reimbursements, and other administrative needs. Helps coordinate information among faculty, staff, academic programs, and flight-training operations and supports onboarding and administrative processes for new faculty and instructional personnel.

Responsibility Area: Travel Support

Duties: Coordinates and processes travel arrangements and related documentation for Aviation Institute faculty, staff, students, and approved guests in accordance with University policies and procedures. Assists with travel authorizations, transportation, lodging, registrations, reimbursements, and required documentation. Provides travel support for conferences, professional development, recruitment, industry engagement, student activities, Flight Team competitions, and other Institute-related travel.

Required and Preferred Qualifications:

Required Education: At least 2 years of college or an Associate's degree in business, accounting, administration, or a related field.

Required Experience: At least 2 years of administrative or similar experience.

Required License/Certification: NA

Required Additional Qualifications: NA

Preferred Education: A Bachelor's degree in a related field.

Preferred Experience: At least 2 years of administrative experience in a higher educational environment.

Preferred License/Certification: NA

Preferred Additional Qualifications: NA

Compliance Requirements:

Credit Check: No

Motor Vehicle Licensing Validity Check: No

Pre-employment Physical Request and Assessment: No

Drug Screen: No