University Program Associate

Graduation from high school and one year of related office experience; or an equivalent combination of education and experience.
Special Note: This is a generalized representation of positions in this class and is not intended to reflect essential functions per ADA. Examples of competencies are typical of the majority of positions, but may not be applicable to all positions.
Diplomas or degrees must be received from appropriately accredited institutions.

This position works with Residence Life Area in University Housing which includes: undergraduate students, graduate assistants, and administrative & professional staff. The primary roles of the position revolve around purchasing, budgets, and administrative support for three Assistant Directors, one Associate Director, and departmental Business Officer. This position coordinates technical processing functions for Residence Life (15 full-time staff, 14 paraprofessional staff, and 200 student staff), serving as the process and procedural expert. This position communicates and interprets program information, policy and procedures, provides customer service, and maintains Residence Life accounts and records. Work in this position requires attention-to-detail, adaptability/flexibility, ability to interpret and train on university policies and procedures, and comfortable using a variety of computer based systems & technology.

This person works with students and staff on travel authorizations through Chrome River. This position will maintain spreadsheets related to student allotted hours. This position maintains departmental directories, employee anniversary spreadsheet, and rosters for 200 student & 100 full-time staff. This position maintains the department organizational charts in Organimi. This position serves on committees. The position provides administrative support to the Associate Director of Residence Life

Required for this Position
This person must have the ability to be organized and prioritize work. The tasks performed require training and experience in office work and skill in applying knowledge of rules, regulations and instructions to individual cases. There is independent decision making in interpreting and applying procedures and precedents to specific cases. Originality and independent judgment are required in choosing alternative courses of action based on general instructions or precedents.

Experience working in an office environment
Experience working with budgets
Experience working with college students
Experience working with technology
Experience with P-Card reconciliation
Experience working in housing
Strong written communication skills as demonstrated in the application materials

8:00 am-5:00 pm (some weekend work required)

Infrequently lifting objects of up to 30 pounds (i.e. opening supplies boxes)

Budgeting: In conjunction with the administrator, advises subordinate units on fiscal matters such as budget planning, budget analysis, and funding sources. Manages the overall budget for the administrator by reporting expenditures and allocation of funds and sources on a regular basis. Interprets and applies all aspects of the P-card purchasing policies and procedures as well as special funds accounting for grants along with university policies and procedures of purchasing.

Communication-Written: Composes and organizes ideas logically, works in multiple formats such as letters, memos, reports or presentations, and can change/adjust style to meet the needs of the program and audience. Reviews sensitive materials and edits content constructively. Correspondence related to special events.

Communication-Verbal: Presents ideas in a clear, concise, organized manner. Explains and interprets programs, policies and procedures to meet the specific needs of staff and clients. Advises program staff/clients in all matters related to program operations. Schedules and coordinates appointments, meetings and events.

Information/Records Administration: Coordinates varied records processing activities requiring the application and some interpretation of agency procedures, policies, laws, and regulations. Reviews information for completeness and accuracy using multiple guidelines. In-depth knowledge of the archive procedures and tenure and promotion policies and procedures. In-depth knowledge of the Resource Manual, University Policies and Procedures, Faculty Search requirements. Maintains records of faculty needs such as travel, contracts, and scheduling.