Office Associate - University of Nebraska at Omaha : Job Details

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Job Title Office Associate Job Grade AB Division Academic Affairs College/Dept College of Education, Health and Human Sciences Department Counseling Requisition Number 2024-00344 FTE (full-time equivalency) 100 Work Schedule M-F 8-5 / varies 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 40,000-50,000 Pay Schedule Hourly FLSA Designation Non-Exempt Position Summary

This position provides complex and responsible administrative support to the Department of Counseling in the College of Education. Work schedule is on site M-F 8-5. This position requires independent judgment; ability to prepare documents with minimal instruction; work with the department chair and faculty on requests, problem solve, work closely with the personnel in the Department's Community Counseling Clinic, and ability to make decisions based on broad general guidelines related to office management. These responsibilities include answering and directing phone calls/emails, scheduling appointments, preparing reports, assistance in class scheduling, monitoring the department budget, and maintaining an appropriate paper and electronic filing system. Exceptional interpersonal skills, over the phone, in electronic communications, and in person, with students, faculty, alumni, community partners, and other leaders is necessary. Must be computer savvy and proficient in Microsoft Office Applications, Outlook; must be able to quickly learn computer systems used by the University. Other duties as assigned by the department chair and/or COE Dean or his/her designee.

Assist department chair and full-time faculty with administrative support. Manage website, meeting minutes, student list serve, recruitment materials, and Graduate Studies forms and petitions; monitor and prepare monthly reports for department budget; purchase of office, clinic, and educational supplies, fee accounts, professional development, comprehensive exam. Assist in the academic scheduling process; classes, faculty assignments, graduate catalog, and maintain appropriate filing system for department records, accreditation, student files and other requests as directed by the Chair or faculty. Works with the Training Director to ensure affiliation agreements and clinic needs are met. Works with the Dean's office and other campus offices for information needed and requested for the department. Collects and organizes data as requested.

Coordinate the admission process, update transcripts and certification/licensure requirements, and support students on inquiries regarding online application, registration, issue permits, maintain information on course enrollment, maintain and create database of information as needed related to students, ie background checks and files, graduation, and other needs. Helps organize new student orientation, supervisor training and other as needed.

Assist Chair, faculty and graduate assistants with special reports, travel arrangements, conference registrations, and travel reimbursements. Assist chair with schedule of meetings and events. Helps faculty with book orders and ensures books are ordered and syllabi collected each semester. Assists with tracking and organizing the RPT process with the chair.

Coordinate the hiring of part time faculty, support and act as point of contact for part-time faculty be providing classroom materials as needed and any fundamental information to assist instruction. Oversee and coordinate the graduate assistants, initiate the hiring process and other tasks related to maintaining graduate assistants and student workers in the department. Collaborates and assists with the administrative duties and the clinical coordinator in the department's Community Counseling Clinic. Assist with full time faculty workload and other reports as directed by the Chair.

Facilitate the planning and preparations for department events and special projects; help coordinate with the student group CSI with any needs as directed by the faculty advisor.

Job Duties

Required and Preferred Qualifications

Required Education

High school diploma or equivalent.

Will consider a combination of education and work experience.

Required Experience

Four years of administrative office experience including proficiency with Microsoft Office applications and general office software.

Required License/Certification

NA

Required Additional Qualifications:

NA

Preferred Education

Bachelor's Degree

Preferred Experience

NA

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