Office Professional III at University of Central Missouri in warrensburg, Missouri

Job Description:

The University of Central Missouri is an equal employment opportunity employer


Salary $17.50 Hourly
Job Type Non-Exempt Staff Full Time
Division Dept of Military Science & Leadersh
Location UCMO - Warrensburg, MO
Job Number 997079
Opening Date 10/18/2024

Description

Provide administrative support for the ROTC Cadre, students, and other constituents to ensure the program is meeting the needs of its supporters and the community to include create and maintain the class schedule, assist students with course enrollment, schedule appointments, special events, meeting rooms, and extracurricular use of classrooms and space, create and distribute correspondence, assist with travel arrangements, and support daily operations.

Function as an Office Manager to keep the Military Science & Leadership Office organized and running smoothly, to include maintain MSL program calendars, control correspondence, store, organize and manage information, keep office supplies in stock, inventory and maintain equipment (including office and classroom technology) and facilities, and hire, train, and supervise student office employees.

Serve as the resource referral person in the absence of the Professor of Military Science or other MSL personnel.Serve as an Office Professional under the administrative guidance of the School Chair to ensure fiscal accuracy and ensure expenditures do not exceed the allocated budget for all MSL budget lines. Responsibilities include monitoring the status of all accounts and preparing financial documents (reimbursements, invoices, deposits, requisitions, business procurement cards) for all activities and entities in accordance with the university's fiscal policies.

Provide customer service and function as a customer relations specialist to serve as the first point of contact to the ROTC program. Greet all visitors and direct constituents to the appropriate program or campus resource. Provide information about the program, advise students of enrollment and advising procedures, respond to non-routine written and verbal inquiries.

Examples of Duties

Provide administrative support to the department to include: - 50%

• Provide support to ensure the program is meeting the day to day needs of its faculty, students, and constituents, e.g., take and distribute meeting minutes, create and distribute letters to students, prepare faculty and ROTC Cadre contracts and academic appointments, and other on-boarding paperwork, copy exams/syllabi/assignments.
• Coordinate with the Professor of Military Science and School Chair to create, post, and edit as needed the schedule of courses every semester, including summer session, according to university timelines.
• Enroll students into restricted ROTC courses, e.g., instructor or departmental consent, accurately and in a timely manner.
• Coordinate with the appropriate individual(s) to schedule and coordinate events, e.g., symposia, guest speakers, alumni events, student events, accurately and in a timely manner.
• Assist faculty and students with travel arrangements, e.g., reserving hotel rooms, booking flights accurately.
• Monitor and update the program and faculty webpages as needed.
• Complete Accession, Commissioning, and other specialized paperwork in the US Army database (CCIMS).

Function as the office manager to include - 20%

• Keep the main office organized and running smoothly, monitor other program physical spaces. Maintain the shared MSL program calendar to ensure meetings and events are listed accurately. Manage all MSL correspondence daily, including postal mail, campus mail, and electronic correspondence.
• Maintain all administrative and student files for the program in an organized and conventional system, including both paper and electronic formats.
• Proactively and reactively monitor and serve as point of contact for office and teaching equipment, e.g., copy machines, printers, projectors, to ensure all are available and ready for daily use. Proactively and reactively monitor and serve as point of contact for consumable supplies, e.g., copy paper, pens, ink cartridges, to ensure all are available and ready for daily use.
• Proactively and reactively monitor and serve as point of contact for other maintenance/facilities needs, e.g., furniture repair, burned out lightbulbs, furniture moving, key requests, to ensure the issue is resolved in a timely manner for the program.
• Hire, train, and supervise student office employees as appropriate for the current strategic plan and budget.
• Control and ensure access to all offices, classrooms, conference, and other spaces for the program.

Serve as an Office Professional - 20%

• Monitor the status of all accounts including all program general operating accounts, UCM foundation accounts, as well as special accounts, e.g., Student Tech Fee, to ensure fiscal accuracy and expenditures do not exceed the account’s allocated budget.
• Responsible for requesting budget changes, submitting interdepartmental transfers, requesting payments, and obtaining approval for budget transactions in a timely manner and according to university fiscal policy.
• Assist faculty and Cadre with travel expense reimbursements through Chrome River, ensuring compliance with UCM fiscal policy.
• Manage Business Procurement Cards and complete monthly reports in Chrome River according lo university fiscal policy.
• Manage purchasing of office and operating supplies for all programs, e.g., copy paper, organizational memberships, in a timely manner and according to university fiscal policy. Coordinate with the Professor of Military Science and Foundation staff to create a complete and accurate annual list of students eligible for all program scholarships. Provide support to the scholarship selection committee, as well as liaison with the UCM Foundation to confer awards in a timely manner and according to each program and scholarship’s requirements.

Provide customer service and function as a customer relations specialist to include - 10%

• Serve as the first point of contact for the program in a professional, positive, and dependable manner.
• Greet all visitors in a prompt, professional manner both in person and via telephone or electronic communication.
• Accurately and efficiently evaluate constituents’ needs or requests and direct them to the appropriate program or campus resource, striving to eliminate sending them from department to department in search of answers.
• Maintain positive, professional relationships with all members of the campus community.

Typical Qualifications

Education:

• HS degree or equivalent required.
• Associate’s degree in Office Administration, 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 to a high level administrator or director required.
• One (1) year budget operations, financial analysis, or accounting.
• Two (2) years preferred General understanding and background in military science preferred.

Special Instructions:

Full-time 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.

Part-time benefits-eligible positions: Benefits include generous education assistance for an employee, spouse and dependent children taking classes at UCM.

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 graduate assistants do not require a background check to be conducted prior to employment.

The University of Central Missouri is an Equal Opportunity Employer and specifically invites applications from women, minorities, veteran status, and people with disabilities.

Benefits

Our faculty and staff are the university’s most valuable asset, and our goal is to provide a robust Total Rewards Program designed to help them maintain a happy, healthy, and productive lifestyle.

Highlights from UCM's total rewards package for full-time employees include:

• 28.75% (staff) and 6% (faculty) defined retirement contribution, paid by the university;

• Voluntary Tax-Sheltered Annuity (TSA) programs (403(b) and 457(b)) that allow eligible employees to make additional pre-tax contributions to a retirement plan;

• Employees can earn up to full tuition (15 credit hours) for themselves per academic year. Full-time employees are also eligible for up to $175 towards non-credit courses each fiscal year. Employees can earn up to full tuition for their dependents;

• Comprehensive medical, dental, and vision plans that begin on the first of the month following your date of hire. Basic dental and vision insurance paid at 100% by the university;

• Available Health and Dependent Flexible Spending Accounts;

• University-paid basic life insurance (including accidental death and dismemberment) and short-term and long-term disability insurance coverage;

• Generous leave accruals that begin accruing on your start date, plus 14 paid holidays per year.

• The UCM Childcare Center on the Warrensburg campus can provide faculty, staff, and students quality care for their children ages six weeks to 10 years.

• The Student Recreation and Wellness Center (SRWC) is free for all employees and is located on the Warrensburg campus.

• An Employee Assistance Program is available to all employees and their immediate family members to help assist with personal challenges you may face in your daily life;

• UCM offers an Employee Discount Program through Working Advantage.

To learn more about the wonderful benefits available as a University of Central Missouri employee, visit our benefits page!

AgencyUniversity of Central Missouri (UCM)Address PO Box 800

Warrensburg, Missouri, 64093-5299 Phone(660) 543-4255
Website https://www.ucmo.edu/

PI253501306

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