Office Associate - Part-time

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 - Part-time
Job Grade
AB13H
Division
Academic Affairs
College/Dept
College of Arts and Sciences
Department
Black Studies
Requisition Number
FTE (full-time equivalency)
50
Work Schedule
Monday through Friday, 20 hours per week
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
$19.000 per hour
Pay Schedule
Hourly
FLSA Designation
Non-Exempt
Position Summary
The Black Studies Department is looking for strong, candidates that are willing to work part-time at 20 hours per week.
As an employee of the Dean's office in the College of Arts & Sciences, your responsibilities are to provide administrative support to administration, faculty and staff, including special projects, office workflow, academic support, appointments, correspondence, grant proposals, budgets, data compilation and records control. May perform duties of a sensitive and confidential nature. Requires use of independent judgment and knowledge of the department, college, and university policies. Perform a variety of duties on own responsibility under conditions where there is little opportunity for direct supervision. Will frequently assist department chairs, faculty, staff, students, and the public (community, outside reviewers, parents, visitors, etc.).
Job Duties
Responsibility Area:
Administrative Support
Duties:
Receive, monitor, and field telephone calls from the general public, vendors, outside media, current, and prospective students and campus personnel.
Open, date, sort, and screen incoming mail.
Maintain confidential records through retrieving, retaining, storing, compiling, coding, updating, distributing, and destroying files as appropriate.
Keep files in an orderly manner and prepare filing system directions for other users.
Maintain current list of key holders. Provide and collect keys (or request keycard access for others as appropriate.
Order and purchase office supplies for departments.
Ensure office equipment is in working order.
Submit work orders as needed.
Answer written, telephone, and in-person inquiries regarding departmental procedures.
Prepare and enter faculty workload information.
Assist chairs in scheduling.
Provide undergraduate and graduate students support as needed such as permission numbers, and exams.
Assist faculty with activities such as assigning advisors, posting grades, submitting grade changes.
May assist with website content and social media.
Managing databases and electronic filing systems.
Maintaining procedures/administrative systems.
Maintain and manage contacts internal and external.
Conduct online research activities as directed by Chair/Department
Percentage Of Time
20
Essential Function:
Yes
Coordinate Meetings & Events

Maintain master calendars for departments.
Arrange programs and meetings by scheduling classrooms, meeting rooms, issuing information, coordinating speakers, catering, and controlling event budget.
Set up meetings as instructed or as required, notifying all necessary parties.
Coordinate and/or develop department activities and committee meetings.
Prepare and distribute promotional materials for events.
10
Personnel Processing

Post requisitions and advertising.
Monitor applications.
Arrange applicant travel accommodations.
Assist new hires with onboarding (e.g., background checks are completed, I9, W4, PDF, keys, access to electronic systems).
Prepare PAFs.
Prepare employees paperwork for pause, separation, and rehire.
Budget/Financial Administration

Maintain, monitor, and reconcile monthly expenditures.
Prepare budget-related documents for review and approval by supervisor.
Keep all membership dues of various societies, organizations, and subscriptions up-to date.
Assist and monitor faculty with grant management as needed.
Make travel arrangements and accommodations.
Prepare necessary documentation for honorarium requests and ensure timely receipt of check for speaker.
Process expense reimbursements, deposits, and other financial documentation. Keep record of forms submitted.

30
Other Duties
All other duties as assigned.
Required and Preferred Qualifications
Required Education
High school education or equivalent
Required Experience
2+ years of experience
Required License/Certification
n/a
Required Additional Qualifications:
Preferred Education
Associate's degree
Preferred Experience
Preferred License/Certification
Preferred Additional Qualifications:
Compliance Requirements
Credit Check
Motor Vehicle Licensing Validity Check
Pre-employment Physical Request and Assessment
Drug Screen