Office Professional IV in Warrensburg, Missouri at University of Central Missouri

Description

Serve as the department Office Manager, providing high-level administrative, operational, and student support services across a range of programs and initiatives. Coordinate daily office functions including purchasing, inventory, calendar management, deadlines, equipment maintenance, and student worker supervision. Hire, train, and supervise student employees and ensure accurate timesheet reporting and task delegation. Serve as the departmental contact person and liaison for the Chair and all faculty within the Department for other academic units and campus offices. Maintain a historical record of accreditation materials for the department. Determine the best practices for the office.

Remain knowledgeable of changes in technology and be familiar with program capabilities. Be able to assist students and faculty in obtaining appropriate support. Provide administrative assistance to the Department Chair and faculty to include: scheduling appointments, meeting rooms, and extracurricular use of classrooms; creating, distributing, and filing correspondence; travel coordination for faculty, candidates, and other guests; and planning and organization of on and off-campus events to include classes, luncheons, receptions, recruitment events, professional development, camps and special projects as requested.

Create, update, and maintain the course schedule for all programs in the Department in collaboration with the Chair, the Deans Office, and the Registrar. Monitor course enrollment, implement adjustments, and coordinate room assignments and instructional delivery formats, including online and hybrid sections. Coordinate logistical support for off-site cohort locations, including classroom reservations, technology needs, and travel arrangements. Stay abreast of program changes and be familiar with degrees offered within the Department. Refer queries to the correct person or office, advising students of enrollment and admission procedures, and responding to non-routine written and verbal inquiries.

Under the guidance of the Chair, serve as the budget coordinator to include planning, documenting, monitoring, and reconciling financial activities across all programs within the department in compliance with university policies and procedures. Generate financial reports and advise relevant personnel on account status and expenditure approvals. Prepare transaction documentation for all accounts as requested.

Examples of Duties

Administrative Support and Office Management - 45%

• Ensure smooth daily operations across all departmental programs, including online, hybrid, on-campus, and off-site cohorts.
• Implement and evaluate processes and procedures to optimize productivity and ensure coordinated completion of tasks.

• Provide direct administrative support to departmental personnel, including travel coordination, correspondence, report generation, purchasing, scheduling, reimbursements, presentations, taking minutes, and special project tracking in compliance with university policies.

• Coordinate onboarding and office support for new and returning adjuncts (part-time faculty), to include completion of required Human Resource forms and obtaining CV/resume and official transcripts.
• Assist with full-time faculty hiring and onboarding as needed to include posting positions, setting up interviews, making travel arrangements, and submitting travel reimbursements.
• Hire, train, supervise, and evaluate student employees; approve timesheets and assign tasks aligned with college and departmental priorities.
• Assist the Deans Office with departmental scholarship award processing to include review and selection of applicants.
• Plan and coordinate departmental events, including recruitment activities, professional development sessions, advisory board meetings, student recognition, and community engagement. Assist with College events as requested.
• Maintain office equipment, office supplies, furniture, and Department technology inventories. Locate and order special request items as needed. Order and replenish consumables as needed. Coordinate maintenance requests for office machines and Department technology. Submit items for surplus as needed and arrange for pick-up.
• Serve as the first point-of-contact for faculty, students, and other customers. Listen to questions regarding the department. Assess and advise customers of applicable university policies and procedures related to their concerns. Resolve issues and/or refer complex issues to the appropriate person(s). Serve as a resource referral person in the Chairs absence.
• Present a positive and courteous attitude and image to the public. Establish and maintain professional relationships as a departmental representative and spokesperson.
• Monitor and maintain Chair and Department calendars and relevant deadlines. Coordinate campus visits with prospective students with the Campus Visit office.
• Coordinate special and/or annual projects with Department personnel, including organizing on and off-campus special events and advisory board meetings.
• Receive, prioritize, and route incoming mail for the Department. Coordinate package delivery to Department offices.
• Serve as a Community Resource by establishing and maintaining professional relationships as a departmental representative and spokesperson, presenting a positive and courteous attitude and image to the public, providing information about Department programs, appropriately referring queries to the correct person or office, advising students of enrollment and admission procedures, and responding to non-routine written and verbal inquiries.

Course Scheduling and Program Logistics - 30%

• Remain knowledgeable of program changes and be familiar with degrees offered within the Department.
• Maintain accurate and complete course schedules, including locating and reserving available classrooms as needed. Update and input changes in courses and course schedules. Notify affected students and help resolve enrollment issues caused by changes.
• Manage room assignments, enrollment caps, course permissions, and delivery mode accuracy for online, on-campus, off-campus, and cohort sections.
• Serve as the department liaison to advisory board members, providing logistical support and record-keeping for board meetings and initiatives.
• Advise students of enrollment and admission procedures and provide contact information for other campus offices. Provide assistance with enrollment in Department courses as approved by Faculty.
• Maintain familiarity with program requirements, cohort schedules, and articulation agreements with partner institutions.
• Track enrollment in Department programs, courses, workshops, etc. using spreadsheet or database management software. Make recommendations for schedule adjustments based on enrollment data and established College and University load expectations and requirements.
• Collect all departmental syllabi and transmit them to the college in a timely manner for accreditation documentation and record-keeping.

Budget Coordination - 25%

• Assemble and maintain comprehensive budget tracking methods for each budget attributed to the Department, associated student organizations, subgroups, and grant-funded projects. Administer and enforce University, College, and Department budget policies and procedures.
• Retrieve budget information from Banner, prepare, reconcile, and maintain regular budget reports and records of all budget-related paperwork.
• Review Department budgets for discrepancies, prepare paperwork as requested, and obtain appropriate signatures and approvals for the commitment of funds.
• Prepare requisitions, payment requests, purchase orders, and other accounts-based documentation in compliance with university fiscal policies.
• Manage purchasing activities, prepare equipment supply purchases, place, receive, and inventory orders. Obtain estimates, place orders via approved methods, track shipping, and distribute supplies and equipment. Coordinate the purchase of software licenses, laboratory computers, and teaching equipment. Serve as a liaison between Faculty and Chair to obtain approval for all requested supplies and equipment.

• Provide regular budget updates and financial guidance to the Chair.

Typical Qualifications

Education:

• Associates degree in office administration, business or related field.
• Education may be substituted for experience or experience may be substituted for education. Note that equivalencies are based on the following: AA = 2 years experience; BA/BS = 4 years experience.

Experience:

• Three (3) years of administrative support experience required.
• One (1) year budget operations, financial analysis, or accounting required; two (2) years preferred.
• Two (2) years of experience with direct public contact in a customer service capacity required.
• One (1) year of experience supporting academic programs, event coordination or student advising preferred.
• Experience answering basic operational questions related to software systems and technology used within the Support Units including Google Workspace (Docs, Sheets, Slides, Drive), Word, Excel, Adobe Acrobat, etc. preferred.

• Experience with collaborative or cross-unit projects in a higher education setting is highly desirable.
• Experience supporting data collection, tracking, or reporting for accreditation, grant management, or assessment activities preferred.
• Experience working in a university environment or with hybrid/off-site program coordination is highly desirable.

• Experience with Slate, Banner, and Brightspace (or equivalent learning management systems) highly preferred.

Special Instructions:

Full-time staff & 12-month faculty 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 atUCM.

9-month faculty benefits-eligible position: Benefits include competitive salary; health, dental, vision, life insurance, AD & D, long-term disability; 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 atUCM.

Part-time benefits-eligible positions: Benefits include generous education assistance for the employee.

Temporary, adjunct, student employment, or graduate assistant positions: Benefits are not included.

CompletedUCMonline 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.

Our faculty and staff are the universitys 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:

• 32% (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 !