Office Associate Job at University of Nebraska at Omaha
Posting Details
Position Information
Job Title
Office Associate
Department
Teacher Education
Essential Functions
Provides administrative support for 11 faculty members, 2 instructional coaches, and adjunct faculty. Coordinates and monitors course materials for traditional and distance courses, including textbook orders. Submits and keeps track of course syllabi utilizing UNO’s Course-leaf Course Inventory Management System. Assists and monitors submission of grades, incomplete grade contracts, independent study contracts, and change of grade processes. Interviews and trains newly hired student workers.
Department-wide responsibilities include: coordinating travel, itineraries, and surveys for faculty candidate recruitment; ordering and maintaining supplies; event catering and room reservations; faculty requests for student course permission numbers; posting announcements and updating Canvas for adjuncts. Back-up assistant for two office associates. As generalist for the department, this position is assigned both reoccurring and temporary tasks by the chair of the department.
Additional responsibilities include but are not limited to serving as a backup for other operations in the department, filing, scanning, making copies, or duties as assigned.
Work Schedule
M-F, 8-5
Additional Duties
Provide administrative support for 11 faculty members and 2 instructional coaches who teach traditional and distance education courses: issue permits, assist with email questions and create word processing documents as needed. Act as liaison with faculty, students, and other colleagues and departments; and produce faculty schedule of courses and office hours for department.
Coordinate textbook orders, student packets, and desk copy orders for traditional and distance education courses: send/receive requests to/from full and part-time faculty for textbook orders, with follow-up as needed; order textbooks electronically via bookstore website; and complete purchase requests for desk copies needed from bookstore
Order and maintain inventory of departmental supplies; complete purchase requests as needed for supplies from outside vendors; develop and maintain inventory of supplies ordered. Report order number and amounts on a monthly basis to the assistant to the chair for budget tracking purposes.
Responsible for the supervision of two to three work-study employees. Approve work-study worked hours in system.
Assist adjunct faculty; coordinate copies needed; generate class lists; field messages from students; post announcements and updates on CANVAS; sort and distribute mail; hold completed student work for pick-up.
Maintain department master traditional and distance education course syllabi electronically using UNO’s Course Catalog Maintenance System and hard copy; distribute copies to faculty and students as requested.
Coordinate independent study courses: maintain file of students and faculty involved; enter permits as requested; distribute and receive forms needed, obtaining signatures of student, faculty, and department chair; post grades at completion. Assist with enrollment of students on special courses.
Assist full and part-time faculty with submission of grades if needed: monitor grades, documenting low grades or Incompletes; compile report for Student Services Office; distribute to and collect from faculty student Incomplete forms to faculty; assist with Change of Grade forms as work is completed and update grade sheets to reflect final grade; and monitor on-going Incomplete grades and alert faculty of delays.
Place catering orders for departmental events and various meetings when requested. Coordinate with assistant to the chair on funding sources and report amount expended.
Process purchase requisitions for METLINK conferences via CPR system.
Coordinate faculty searches: Travel, reserve hotel rooms, type itinerary, disseminate curriculum vita, itineraries and evaluation forms to faculty for applicants visit.
Serve as backup to the assistant for the Graduate Program Chair of the department. Including but not limited to application processing, mailings for master programs, issuing permits and assisting students with inquiries.
Coordinate textbook orders, student packets, and desk copy orders for traditional and distance education courses: send/receive requests to/from full and part-time faculty for textbook orders, with follow-up as needed; order textbooks electronically via bookstore website; and complete purchase requests for desk copies needed from bookstore
Order and maintain inventory of departmental supplies; complete purchase requests as needed for supplies from outside vendors; develop and maintain inventory of supplies ordered. Report order number and amounts on a monthly basis to the assistant to the chair for budget tracking purposes.
Responsible for the supervision of two to three work-study employees. Approve work-study worked hours in system.
Assist adjunct faculty; coordinate copies needed; generate class lists; field messages from students; post announcements and updates on CANVAS; sort and distribute mail; hold completed student work for pick-up.
Maintain department master traditional and distance education course syllabi electronically using UNO’s Course Catalog Maintenance System and hard copy; distribute copies to faculty and students as requested.
Coordinate independent study courses: maintain file of students and faculty involved; enter permits as requested; distribute and receive forms needed, obtaining signatures of student, faculty, and department chair; post grades at completion. Assist with enrollment of students on special courses.
Assist full and part-time faculty with submission of grades if needed: monitor grades, documenting low grades or Incompletes; compile report for Student Services Office; distribute to and collect from faculty student Incomplete forms to faculty; assist with Change of Grade forms as work is completed and update grade sheets to reflect final grade; and monitor on-going Incomplete grades and alert faculty of delays.
Place catering orders for departmental events and various meetings when requested. Coordinate with assistant to the chair on funding sources and report amount expended.
Process purchase requisitions for METLINK conferences via CPR system.
Coordinate faculty searches: Travel, reserve hotel rooms, type itinerary, disseminate curriculum vita, itineraries and evaluation forms to faculty for applicants visit.
Serve as backup to the assistant for the Graduate Program Chair of the department. Including but not limited to application processing, mailings for master programs, issuing permits and assisting students with inquiries.
Required Qualifications
High School Diploma or equivalent
Preferred Qualifications
Two years office experience or equivalent and basic knowledge of Microsoft Office, particularly Word and proficient at keyboarding.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Regularly sits; may stand, walk. See, hear, speak and use of hands.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Regularly works indoors. Noise level is low to moderate.
Salary
Commensurate with experience
Posting Detail Information
Posting Number
2022-00458
Open Date
12/10/2022
Close Date
Open Until Filled
Yes
Special Instructions to Applicants
Initial screening for minimum qualifications will begin immediately. Detailed review of applications for candidacy will begin on or after 11/22/2022. To ensure full consideration, please apply by the review date.
The University of Nebraska does not discriminate based on race, color, ethnicity, national origin, sex, pregnancy, sexual orientation, gender identity, relation, disability, age, genetic information, veteran status, marital status and/or political affiliation in its programs, activities, or employment. UNO is an AA/EEO/ADA institution. For questions, accommodations or assistance, please call/contact the ADA Coordinator at 402.554.2463.
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