Office Associate

Requisiton Details

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GENERAL REQUISITION INFORMATION

EEO Statement:

The University of Nebraska does not discriminate based on race, color, ethnicity, national origin, sex, pregnancy, sexual orientation, gender identity, religion, disability, age, genetic information, veteran status, marital status, and/or political affiliation in its education programs or activities, including admissions and employment. The University prohibits any form of retaliation taken against anyone for reporting discrimination, harassment, or retaliation for otherwise engaging in protected activity. Read the full statement. Job Title
Office Associate

Job Grade
AB13H

Division
Academic Affairs

College/Dept
STEM TRAIL Center

Department
STEM Center

Requisition Number
2024-00329

FTE (full-time equivalency)
100

Work Schedule
M-F 8-4 PM

Does the position provide the opportunity to work Remotely/Telecommuting?
No remote/telecommute opportunity

Appointment Term
12- 12/12 months

Is this position essential personnel according to the inclement weather policy?
No

Pay Information
37,600-56,400

Pay Schedule
Hourly

FLSA Designation
Non-Exempt

Position Summary

The STEM TRAIL Center creates innovations in formal and informal STEM education. Therefore, the center supports active programs and research on STEM pedagogy, curriculum development and implementation, diffusion of best-practices, workforce development, and other areas that lead to innovations in STEM teaching and learning throughout the Omaha area. The Center's office associate helps support staff, affiliated faculty, students, and community working groups on projects, strategic initiatives, and events aligned with these goals. The office associate is the front face of the Center and provides administrative support, personnel processing, budget and financial administration, schedule coordination, and basic communications support.

The administrative duties for this position include but are not limited to the following: providing a welcoming environment for individuals contacting the Center in person, by phone, by email or by another form of communication; maintaining records through retrieving, retaining, storing, compiling, coding, updating, distributing, and destroying files as appropriate; administering keycard access and key assignments; inventorying and ordering office supplies; ensuring office equipment is in working order; serving as a liaison with Facilities and service contract providers to ensure timely repairs and maintenance of facilities and equipment; providing clerical assistance to Center staff and leadership; and other administrative duties as directed by the Center director.

This position will also be responsible for personnel processing for Center activities such as funded grants projects. These duties include but are not limited to the following: posting requisitions and advertising for staff and students; monitoring applications; arranging travel accommodations; assisting new hires with onboarding; preparing PAFs for staff, student workers, and volunteers; preparing employee paperwork for pause, separation, and rehire; and other personnel processing duties as directed by the Center director.

The office associate will work with the Center director to ensure the proper budget and financial administration of the Center, to include the following duties: assisting faculty and staff in preparing travel authorizations, travel-related expense reimbursements, non-travel reimbursements, including honoraria; following-up for timely receipt of reimbursement; processing expense reimbursements, deposits, and other financial documentation; keeping records of forms submitted; preparing budget-related documents for review and approval; handling procurement and purchasing needs of the Center, such as setting up vendors, purchasing, processing purchase orders, etc.

Finally, the office associate will provide basic communications and coordination services to Center faculty and staff to include the following: setting up meetings; coordinating events, activities, and projects with the Center's project coordinator; maintaining the Center director's schedule; assisting with website edits; maintaining the biweekly Center newsletter and social media accounts in coordination with staff and faculty; and preparing communications such as flyers, graphics, etc. using university and Center branded templates.

This position requires independent judgment; the ability to prepare documents with minimal instruction; will make decisions based on broad general guidelines; and have excellent abilities at micro and macro-level communication with private, state, and campus entities.

This position is grant-funded with renewal on an annual basis depending on funding. The Center has recently secured grants to support this position for 1 year with the expectation of continued funding. The STEM TRAIL Center recently moved into a new 8,400 sq. ft. facility in the renovated plaza level of Roskens Hall and a renovated 10-meter diameter fixed dome planetarium in Durham Science Center. Facilities include 4 new innovative classrooms, a large event space, secure interview facilities for qualitative education research, and offices for center staff and associates.

Job Duties

Responsibility Area:
Administrative Support

Duties:

• Provide a welcoming environment for individuals contacting the Center in person, by phone, by email or by another form of communication
• Maintain records through retrieving, retaining, storing, compiling, coding, updating, distributing, and destroying files as appropriate
• Administer keycard access and key assignments
• Keep inventory and order office supplies
• Ensure office equipment is in working order; serve as a liaison with facilities and service contract providers to ensure timely repairs and maintenance facilities and equipment
• Provide clerical assistance to Center staff and leadership
• Other administrative duties as directed by the Center director

• Post requisitions and advertising.