Office Associate - Part-time - University of Nebraska at Omaha : Job Details

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Job Title Office Associate - Part-time Job Grade AB13H Division Academic Affairs College/Dept College of Arts and Sciences Department Black Studies Requisition Number 2024-00307 FTE (full-time equivalency) 50 Work Schedule Monday through Friday, 20 hours per week 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 $19.000 per hour Pay Schedule Hourly FLSA Designation Non-Exempt Position Summary

The Black Studies Department is looking for strong, candidates that are willing to work part-time at 20 hours per week.

As an employee of the Dean's office in the College of Arts & Sciences, your responsibilities are to provide administrative support to administration, faculty and staff, including special projects, office workflow, academic support, appointments, correspondence, grant proposals, budgets, data compilation and records control. May perform duties of a sensitive and confidential nature. Requires use of independent judgment and knowledge of the department, college, and university policies. Perform a variety of duties on own responsibility under conditions where there is little opportunity for direct supervision. Will frequently assist department chairs, faculty, staff, students, and the public (community, outside reviewers, parents, visitors, etc.).

Job Duties

Responsibility Area: Administrative Support Duties:

* Receive, monitor, and field telephone calls from the general public, vendors, outside media, current, and prospective students and campus personnel.

* Open, date, sort, and screen incoming mail.

* Maintain confidential records through retrieving, retaining, storing, compiling, coding, updating, distributing, and destroying files as appropriate.

* Keep files in an orderly manner and prepare filing system directions for other users.

* Maintain current list of key holders. Provide and collect keys (or request keycard access for others as appropriate.

* Order and purchase office supplies for departments.

* Ensure office equipment is in working order.

* Submit work orders as needed.

* Answer written, telephone, and in-person inquiries regarding departmental procedures.

* Prepare and enter faculty workload information.

* Assist chairs in scheduling.

* Provide undergraduate and graduate students support as needed such as permission numbers, and exams.

* Assist faculty with activities such as assigning advisors, posting grades, submitting grade changes.

* May assist with website content and social media.

* Managing databases and electronic filing systems.

* Maintaining procedures/administrative systems.

* Maintain and manage contacts internal and external.

* Conduct online research activities as directed by Chair/Department

Percentage Of Time 20 Essential Function: Yes Responsibility Area: Coordinate Meetings & Events Duties:

* Maintain master calendars for departments.

* Arrange programs and meetings by scheduling classrooms, meeting rooms, issuing information, coordinating speakers, catering, and controlling event budget.

* Set up meetings as instructed or as required, notifying all necessary parties.

* Coordinate and/or develop department activities and committee meetings.

* Prepare and distribute promotional materials for events.

Percentage Of Time 10 Essential Function: No Responsibility Area: Personnel Processing Duties:

* Post requisitions and advertising.

* Monitor applications.

* Arrange applicant travel accommodations.

* Assist new hires with onboarding (e.g., background checks are completed, I9, W4, PDF, keys, access to electronic systems).

* Prepare PAFs.

* Prepare employees paperwork for pause, separation, and rehire.

Percentage Of Time 20 Essential Function: Yes Responsibility Area: Budget/Financial Administration Duties:

* Maintain, monitor, and reconcile monthly expenditures.

* Prepare budget-related documents for review and approval by supervisor.

* Keep all membership dues of various societies, organizations, and subscriptions up-to date.

* Assist and monitor faculty with grant management as needed.

* Make travel arrangements and accommodations.

* Prepare necessary documentation for honorarium requests and ensure timely receipt of check for speaker.

* Process expense reimbursements, deposits, and other financial documentation. Keep record of forms submitted.

Percentage Of Time 30 Essential Function: Yes Responsibility Area: Other Duties Duties:

All other duties as assigned.

Percentage Of Time 20 Essential Function: No

Required and Preferred Qualifications

Required Education

High school education or equivalent

Required Experience

2+ years of experience

Required License/Certification

n/a

Required Additional Qualifications:

n/a

Preferred Education

Associate's degree

Preferred Experience

* Preferred License/Certification

* Preferred Additional Qualifications:

* Compliance Requirements

Credit Check No Motor Vehicle Licensing Validity Check No Pre-employment Physical Request and Assessment No Drug Screen No