Office Professional IV

Job Title

Administrative Support Staff

Job Description

Provide administrative support to include: plan, document, and monitor the department'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 for the chair and others, as requested. Administer Office budget policies and procedures. Invoice customers and deposit revenue into appropriate accounts. Serve as Office Manager, to include: coordination of office calendar and deadlines, purchasing, inventory, and equipment maintenance. Hire, train, and supervise student employees, if necessary. Determine best practices for the areas. Function as a customer relations specialist, to include: providing information about the department/area, 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. Create and maintain department brochures and program materials. Be able to assist students. Provide administrative support to the Department Chair and Faculty/Staff 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 to include in-service, luncheons, receptions, etc.

Examples Of Duties

Provide administrative support to the department/area to include:

• Order all office supplies for department/area and enter requisition through Banner
• Create and/or update brochures/announcements and evaluations for various sponsored functions
• Maintain & update mailing lists
• Schedule appointments for the Department Chair
• Type & distribute correspondence, handouts, reports, letters, memos, etc
• Prepare payment requests
• Collect data from various sources & compile information into reports
• Process room requests through Meeting & Conference Services in 25LIVE
• Assist with arrangements for various social & scholarly functions within the department/area
• Greet & assist all in-person & telephone customers
• Respond to routine inquiries; refer complex inquiries to the appropriate person
• Fax information to external customers, as directed
• Retrieve & respond to voice mail messages
• Receive, prioritize, and route incoming mail
• Annually update programs & list of degrees offered
• Plan, document, & monitor fiscal year budgets & supplemental budgets of the department/area including general operations & foundation accounts. General budget amendments & reconcile all disbursements & income transactions
• Prepare monthly BPC reconciliation (credit card) for all faculty within the department/area
• Provide financial guidance to the Chair/Director regarding the approval of expenses
• Prepare weekly, monthly, quarterly, and/or annual budget report to the Chair/Director. Administer & enforce department budget policies & procedures. Identify process &/or problems
• Monitor foundation accounts, coordinate scholarship awards, prepare award payment requests, and prepare award letters to students.
• Schedule meetings and appointments for the chair and other faculty/staff as requested
• Coordinate, schedule and/or prepare change requests for room assignments, class schedules, seminar and special events, including visiting faculty arrangements.
• Assist with preparation of internal & external review documents including materials for accreditation, and curriculum changes
• Coordinate travel arrangements for faculty searches & monitor compliance. Prepare search files, distribute information to the search committee chair, and correspond with applicants.
• Enter and adjust semester course enrollment and offerings as needed in Banner. 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)

Function as an Office Manager, to include:

• Hire, supervise, and train student office workers, if budgeted. Approve individuals timesheets.
• Maintain office calendar, monitor deadlines.
• Manage purchasing activities. Coordinate purchase of 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 and teaching equipment.
• Create and maintain office filing system
• Schedule office equipment maintenance and ensure availability of supplies for copiers, fax machines, etc. Maintain current service contracts on office equipment.
• Serve as the department technology monitor. Call in work orders to repair malfunctioning equipment. Submit phone and network access requests.

Function as a customer relations specialist, to include:

• Provide information about the department
• Advise students of enrollment and admission procedures, ensure process is accurately completed. Coordinate requests for and schedule prospective student meetings with faculty.
• Promote programs to prospective students, and proactively advise them of possible related courses or scholarships of interest. Facilitate knowledge of available off-site programs.
• 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.
• 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 degree in Office Administration, Business, or related field required.
• Bachelor's degree in Business or related field 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; BNBS or 120 credit hours= 4 years experience; MNMS = 6 years experience; PhD= 8 years experience.

Experience:

• Two (2) years advanced administrative support assisting an administrator/director
• One (1) year experience with budget operations, financial analysis, or accounting. Two years preferred.
• General understanding and background in agriculture preferred

Benefits

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