Office Associate

Company: University of Nebraska
Location: Omaha
Posted on: June 24, 2022

Job Description:

Office Associate
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Please see Special Instructions for more details.
Initial screening for minimum qualifications will begin immediately. Detailed review of applications for candidacy will begin on or after 06/16/2022. To ensure full consideration, please apply by the review date.
The University of Nebraska does not discriminate based on race, color, ethnicity, national origin, sex, pregnancy, sexual orientation, gender identity, relation, disability, age, genetic information, veteran status, marital status and/or political affiliation in its programs, activities, or employment. UNO is an AA/EEO/ADA institution. For questions, accommodations, 202or assistance, please call/contact the ADA/504 Coordinator (phone: 402.554.3523) or the Director of Accessibility Services Center phone: 402.554.2872).
Posting Details
Position Information
Job Title Office Associate
Department Teacher Education
Essential Functions
This position provides complex and responsible administrative support to the Teacher Education Department. This position requires independent judgment; ability to prepare documents with minimal instruction; make decisions based on broad general guidelines related to office management; student admission and enrollment processes, student records; coordinates with department chair related to workload, schedules, etc.; and other responsibilities as assigned.
Primary responsibilities will be to support graduate programs in Teacher Education. Provide assistance to students and faculty advisors regarding traditional and distance education graduate programs and procedures: provide advisor contact information; route change in plan of study documents; provide student course audit to faculty advisor; provide registration dates and class schedule information; trouble shoot any discrepancies in student information or program audit with Office of Graduate Studies; troubleshoot application and enrollment process on behalf of students with Office of Registrar and Graduate Studies.
Provide administrative support for Graduate Chair: gather individual student information; provide reports regarding graduate concentrations, comprehensive exams, number of students by program, status of students, and completers of Masters programs; facilitate updates/requests from Office of Graduate Studies; communicate Graduate Studies website updates.
Maintain graduate student database related to traditional and distance education program enrollment and program evaluation: enter all student data for 3 Masters programs, graduate endorsement programs, all unclassified students and update as changes occur.
Monitor and update graduate program materials: departmental application; schedule and plan of study for graduate endorsement programs; department course mapping; graduate web site updates; social media; advising packets located in each office suite; building-wide flyers; and other communication formats.
Provide administrative support for the distance education and online Library Science Program: manage information mailings to each student in a library science class before each semester; manage promotional mailings; extract data for enrollment reports, advisees list, results of comprehensive exams; provide class lists; issue permits; provide community contact information and mailings.
Support admission and registration process for Omaha metropolitan public schools staff development courses offered as a Teacher Education Department course: one-on-one contact with public school teacher to answer general information, determine currentUNOstudent status, and answer application questions; issue permits; problem solve to meet deadlines of applications and/or registration; communicate with Office of Graduate Studies and Cashiering regarding tuition and fee payments by school district. May coordinate list of participants with school administrative representative for certain courses.
Monitor progress of provisional graduate students for three Masters degree programs: extract data from department database and then evaluate each students course audit in Mavlink to determine if advising hold needed based on matriculation date, number of courses taken, and current status; and determine what updates are needed to graduate database.
Provide administrative support for faculty members within the suite; provide student data; issue permits; create word documents; assist with special projects; manage coursework retrieval to students; assist with community contracts/correspondence. Collaboration with advisors on recruitment, retention, and the dissemination of graduate resources is necessary.
Advise non-degree students regarding their status and how to continue taking courses from the department: provide information about application process, admission requirements, course offerings, and encourage contact with advisor.
Provide initial contact for department with students and visitors: Answer phone callers wide-ranging questions; greet walk-in customers; maintain pleasant, welcoming outer office space.
Additional responsibilities include but are not limited to serving as a backup for other operations in the department, filing, scanning, making copies, or duties as assigned.
Work Schedule M-F, 8-5
Additional Duties
This position provides complex and responsible administrative support to the Teacher Education Department. This position requires independent judgment; ability to prepare documents with minimal instruction; make decisions based on broad general guidelines related to office management; student admission and enrollment processes, student records; coordinates with department chair related to workload, schedules, etc.; and other responsibilities as assigned.
Provide assistance to students and faculty advisors regarding traditional and distance education graduate programs and procedures: provide advisor contact information; route change in plan of study documents; provide student course audit to faculty advisor; provide registration dates and class schedule information; trouble shoot any discrepancies in student information or program audit with Office of Graduate Studies; troubleshoot application and enrollment process on behalf of students with Office of Registrar and Graduate Studies.
Provide administrative support for Graduate Chair: gather individual student information; provide reports regarding graduate concentrations, comprehensive exams, number of students by program, status of students, and completers of Masters programs; facilitate updates/requests from Office of Graduate Studies; communicate Graduate Studies website updates.
Provide administrative support for 9 faculty members: provide student data; issue permits; create word processing documents; assist with special projects; manage coursework retrieval to students; assist with community contacts/correspondence.
Maintain graduate student database related to traditional and distance education program enrollment and program evaluation: enter all student data for 3 Masters programs, 7 endorsement programs, 2 graduate certificate programs, all unclassified students and update as changes occur.
Monitor and update graduate program materials: departmental application; schedule and plan of study for 7 endorsement programs; department course mapping; graduate web site updates; advising packets located in each office suite; building-wide flyers; and other communication formats.
Provide administrative support for the distance education and online Library Science Program: manage information mailings to each student in a library science class before each semester; manage promotional mailings; extract data for enrollment reports, advisees list, results of comprehensive exams; provide class lists; issue permits; provide community contact information and mailings.
Support admission and registration process for Omaha metropolitan public schools staff development courses offered as a Teacher Education Department course: one-on-one contact with public school teacher to answer general information, determine currentUNOstudent status, and answer application questions; issue permits; problem solve to meet deadlines of applications and/or registration; communicate with Office of Graduate Studies and Cashiering regarding tuition and fee payments by school district. May coordinate list of participants with school administrative representative for certain courses.
Monitor progress of provisional graduate students for three Masters degree programs: extract data from department database and then evaluate each students course audit in Mavlink to determine if advising hold needed based on matriculation date, number of courses taken, and current status; and determine what updates are needed to graduate database.
Advise non-degree students regarding their status and how to continue taking courses from the department: provide information about application process, admission requirements, course offerings, and encourage contact with advisor.
Provide initial contact for department with students and visitors: Answer phone callers wide-ranging questions; greet walk-in customers; maintain pleasant, welcoming outer office space.
Additional responsibilities include but are not limited to serving as a back up for other operations in the department, filing, scanning, making copies, or other duties as assigned
Required Qualifications
High School Diploma or equivalent
Three years Office/administrative support experience including proficiency with Microsoft Office applications, effective interpersonal skills. Must be detail oriented. Have the ability to prioritize in a multi-dimensional professional work environment.
Preferred Qualifications
Experience in higher education
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Regularly sits; may stand, walk. See, hear, speak and use of hands.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Regularly works indoors. Noise level is low to moderate.
Salary Commensurate with experience
Posting Detail Information
Posting Number 2022-00293
Open Date 06/01/2022
Close Date
Open Until Filled Yes
Special Instructions to Applicants
Initial screening for minimum qualifications will begin immediately. Detailed review of applications for candidacy will begin on or after 06/16/2022. To ensure full consideration, please apply by the review date.
The University of Nebraska does not discriminate based on race, color, ethnicity, national origin, sex, pregnancy, sexual orientation, gender identity, relation, disability, age, genetic information, veteran status, marital status and/or political affiliation in its programs, activities, or employment. UNOis an AA/EEO/ADAinstitution. For questions, accommodations, 202or assistance, please call/contact theADA/504 Coordinator (phone: 402.554.3523) or the Director of Accessibility Services Center phone: 402.554.2872).

Keywords: University of Nebraska, Omaha , Office Associate, Administration, Clerical , Omaha, Nebraska