Office Associate, Senior - School of Teacher Education
Office Associate, Senior - School of Teacher Education
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Job Description
Join Our Campus Community!
Thank you for your interest in joining the University of Wyoming. Our community thrives on the contributions of talented and driven individuals who share in our mission vision and values. If your expertise and experience align with the goals of our institution we would be thrilled to hear from you. We encourage you to apply and become a valued member of our vibrant campus community today!
Why Choose Us
At the University of Wyoming we value our employees and invest in their success. Our comprehensive benefits package is designed to support your health financial security and work-life balance. Benefits include:
- Generous Retirement Contributions:The State contributes 14.94% of your gross salary and you contribute 3.68% totaling 18.62% toward your retirement plan.
- Exceptional Health & Prescription Coverage:Enjoy access to medical dental and vision insurance with competitive employer contributions that include4 deductible options to suit your needs.
- Paid Time Off:Benefit from ample vacation sick leave paid holidays and paid winter closure.
- Tuition Waiver:Employees and eligible dependents can take advantage of tuition waivers supporting continuous education and professional growth.
- Wellness and Employee Assistance Programs:Stay healthy with wellness initiatives counseling services and mental health resources.
At the University of Wyoming were committed to creating a supportive and enriching workplace. To learn more about what we offer please refer to UWsBenefits Summary.
JOB TITLE:
Office Associate Senior
JOB PURPOSE:
Perform complex administrative/management support tasks with discretionary authority; independently make decisions that substantially impact operations within and outside designated unit/program; administratively supervise comprehensive office operations and support staff for department/unit.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Frontline Communication & Support
- Serve as the main contact for all STE-related inquiries via phone email Zoom and in-person.
- Provide program information for undergraduate graduate masters PhD and EdD students.
- Support faculty staff adjuncts and GAs with logistics communication and problem-solving.
- Maintain and update department listservs respond to inquiries and direct stakeholders as needed.
- Program & Student Services
- Assist with student admissions through Salesforce send decision letters and advise students and faculty.
- Oversee scholarship processes for undergraduate and graduate students using WyoScholarships and AcademicWorks.
- Help students with course selections program requirements and coordinate overrides and background checks.
- Support faculty and students with graduate paperwork and ensure accurate submission and approval.
- Administrative & Operational Support
- Manage STE and Curriculum & Instruction websites ensuring all information is current and accurate.
- Schedule meetings coordinate room reservations Zoom links and handle catering and lodging needs.
- Order office supplies classroom materials cleaning supplies and graduation regalia as needed.
- Maintain stock of promotional items and faculty support resources (e.g. toner paper printer supplies).
- Budget & Purchasing
- Oversee and reconcile STE and travel P-Cards; assist with purchases contracts memberships and honorariums.
- Assist with faculty travel budgets conference fees lodging and vehicle rentals.
- Support grant and endowed fund management and ensure purchases comply with university policies.
- Deposit funds and process financial forms in coordination with the Director of Business Operations.
- Course & Faculty Support
- Support course scheduling each semester including room reservations and instructional support.
- Assist with adjunct and GA onboarding access to course shells textbooks and materials.
- Coordinate faculty evaluations tenure reappointment and promotion processes ensuring confidentiality and accuracy.
- Technology & Resource Coordination
- Collaborate with IT to acquire software computer equipment and troubleshoot faculty/staff needs.
- Maintain organized records via SharePoint Dropbox and WyoCloud for departmental access and reference.
- Support faculty in using Verba for textbook orders and assist with bookstore coordination.
SUPPLEMENTAL FUNCTIONS:
- Provide on-demand support for faculty staff or department head requests to ensure office continuity.
- Act as point of contact for faculty candidate searches: coordinate travel lodging schedules interviews room bookings and faculty meetings.
- Participate in hiring processes and onboarding for new office associates; train on systems processes etiquette budget and department operations.
- Support daily operations under minimal supervision and make independent decisions impacting STE.
- Initiate and propose office improvements to enhance efficiency and function for the department.
- Maintain updated records of faculty office hours computer rotations travel information and shared office space (McWhinnie 300).
- Manage and archive course syllabi via SharePoint for departmental access.
- Collaborate on staff training materials tutorial videos and resource development for STE and C&I.
- Oversee C&Is WyoScholarship travel award ($250 per semester) manage scholarship exceptions and complete worksheet documentation.
- Assist in maintaining and verifying course schedules each semester to ensure accuracy.
- Support graduate and College of Education scholarship processes as needed.
COMPETENCIES:
- Analysis/Problem Identification
- Attention to detail
- Consistency
- Individual Leadership
- Initiative
- Quality Orientation
- Work Prioritization & Management
MINIMUM QUALIFICATIONS:
Associates degree and 1 year progressively responsible work-related experience or equivalent combination of education & experience.
Required licensure certification registration or other requirements: None
DESIRED QUALIFICATIONS:
Skills & Tools:
- Proficient in Salesforce WyoCloud Excel SharePoint Dropbox AcademicWorks and Verba
- Strong problem-solving communication and organizational skills
- Able to work independently manage multiple priorities and coordinate across departments
REQUIRED APPLICATION MATERIALS:
Complete the online application. The department additionally requests candidates upload the following document(s) for a complete application:
- Cover letter
- Resume or C.V.
- Contact information for four work-related references (references will only be contacted if you are selected as a finalist for the position).
WORK LOCATION:
On-campus: This position provides vital support to campus customers and the successful candidate must be available to work on campus.
WORK AUTHORIZATION REQUIREMENTS:
The successful candidate must be eligible to work in the United States. Sponsorship for H-1B work authorization or work visa is not available for this position.
HIRING STATEMENT/EEO:
All qualified applicants will receive consideration for employment without regard to race color religion sex sexual orientation gender identity national origin disability or status as a protected compliancewith the ADA Amendments Act (ADAAA) if you have a disability and would like to request an accommodation to apply for a position please contact us at or email.
ABOUT LARAMIE:
The University of Wyoming is located in Laramie a charming town of 30000 residents nestled in the heart of the Rocky Mountain West. The state of Wyoming continues to invest in its only 4-year university helping to make it a leader in academics research and outreach with state-of-the-art facilities and strong community ties. We invite you to learn move about Laramie by visiting the About Laramie website.
Located in a high mountain valley near the Colorado border Laramie offers both outstanding recreational opportunities and close proximity to Colorados Front Range and the metropolitan Denver area. Laramies beautiful mountain landscape offers outdoor enjoyment in all seasons with over 300 days of sunshine annually. For more information about the region please visit Experience:
Senior IC
Employment Type
Full-Time
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