Position Classification:
Regular, full-time, hourly, non-exempt and benefit-eligible staff position. For more benefit information visit Why Work at UCO?
General Schedule:
This position typically works 40 hours per week, Monday through Friday from 8 am to 5 pm.
The equivalent annual pay rate is $41,849.60 per year.
Position Overview:
Manage and organize office operation, including budgets, procedures, and personnel. Supervises office student employees and participates in administrative functions of the work unit. Interprets and advises internal and external customers on departmental or program policy and guidelines. Must be able to perform queries, standard and modified reports from the university systems, and must be able to produce documents using Microsoft Office. Assist leadership in program, event and project planning and development. Interprets, monitors, and analyzes information regarding operating policies and procedures. Analyze and resolve administrative services issues and needs. Maintains personnel records as needed. Coordinate with other administrative staff on all intra-unit operations and procedures.
- Serves as the primary point of contact for front of building operations, deliveries, etc. (10%)
- Reviews and maintains files of procurement documentation and invoices paying special attention to accuracy and payment verification. (7%)
- Research financial processing delays to ensure payment to vendors and responses to inquiries are accomplished in an expeditious manner and in accordance with UCO policies and procedures. (6%)
- Processes Request to Transfer Funds for 12 CeCE Budgets. (2%)
- Coordinates all purchases for CeCE: contact vendors, receipt of goods, developing and processing contracts and requisitions, etc. (6%)
- Manages all travel-related paperwork as well as the maintenance and reconciliation of the department travel budgets, also coordinates registration for 20 CeCE staff. (6%)
- Maintains CeCE PCard records, responsible for majority of PCard purchases and ensuring purchases are within UCO policy. Research best options for purchases to save CeCE budget dollars and comply with UCO policy. (6%)
- Processes Request for Support Staff/Professional Position Changes (RSPs). (6%)
- Serves as the personal assistant to the Assistant Vice President of Academic Affairs which consists of coordination of the calendar and scheduling; processing all incoming correspondence; and answering and screening incoming calls. (6%)
- Supervise and oversee student employees including the review and approval of timesheets and submission of personnel changes. (9%)
- Responsible for efficient and accurate implementation of UCO and CeCE financial policies and procedures. (4%)
- Submits requests for job postings. Acts as main point of contact for setting up interviews & preparing documentation for screening panels. (9%)
- Responsible for administrative functions such as surplus, distribution of mail, etc. (5%)
- Oversees MERFS according to UCO policy for two CeCE Staff and three org budgets. (6%)
- Communicates with faculty and staff the processes of CeCE policies and procedures. (6%)
- Maintains CeCE office calendars for car, conference rooms, etc. (6%)
Qualifications/Experience Required:
General education or vocational training and 4+ years’ relevant experience or equivalent combination of education and experience.
Qualifications/Experience Preferred:
At least two-years' progressive executive office assistant. 5+ years of experience with leading planning, including program development and innovation, program prioritization, and assessment. Appropriate profession accomplishments and credentials. Bachelor's degree in accounting or related subject.
Knowledge/Skills/Abilities:
Technical proficiency-demonstrated knowledge in the integration of learning systems and technologies. Demonstrated interpersonal, written, and oral communications skills. Trust and credibility. Dedication and loyalty. Team player. Time Management and Project Management skills. Ownership of individual performance goals. Ability to learn academic technologies and software quickly and often independently. Ambitious. Ability to compile and complete data analysis and reporting. Continued focus to provide customer service approach with thorough follow through. Good decision-making and judgment. Creative problem solver.
Will this position supervise others?
Yes, this position will supervise student employees.
Physical Demands:
Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.
