University of Central Missouri
Warrensburg, Missouri, United States
(on-site)
Posted
17 hours ago
Category
Other
Description
The University of Central Missouri is an equal employment opportunity employer
Salary $23.70 Hourly
Location UCMO - Warrensburg, MO
Job Number 999549
Division Academic Programs & Graduate Studie
CategoryAdministrative Assistant / Clerical & Data Entry
Description
- Serve as administrative assistant to the Vice Provost for Academic Programs and Dean of Graduate Studies.
- Liaison between the University Academic Affairs Division and legislative bodies, to include: Academic Affairs administrators, University Committee Chairs, faculty, staff, students, and other internal and external constituents. UCM's Board of Governors (BOG), Missouri Department of Higher Education and Workforce Development (MDHEWD), the Coordinating Board for Higher Education (CBHE), and the Higher Learning Commission (HLC).
- Serve as administrative assistant for Faculty Senate.
- Serve as University Curriculum Administrator; coordinate, administer, create, and submit new academic program proposals, curricular revisions and reviews, and internal program reviews.
- Submit and monitor university educational affiliation and vendor contracts in the university's Total Contract Management system (TCM) for the Vice Provost for Academic Programs and Dean of Graduate Studies and all of its direct reporting affiliates.
- Monitor and maintain the operating budgets for Academic Programs and Dean of Graduate Studies and its direct reporting affiliates.
- Develop, process, and maintain records for faculty load and compensation, and ensure the accuracy of UNIV classes.
- Supervise Academic Programs and Dean of Graduate Studies operations and student workers, and determine best practices for the office, place work orders on office structures/fixtures and equipment, and ensure availability of supplies.
- Arrange and coordinate departmental and university level meetings, receptions, luncheons, and special events.
- Create, implement, and manage the university's APGS Van fleet guidelines, reservation system, and maintenance.
- Complete annual and/or special projects for the university, and/or associations and organizations that the Vice Provost participates in or as assigned by the Vice Provost.
Examples of Duties
Serve as administrative assistant to the Vice Provost for Academic Programs and Dean of Graduate Studies. (30%)
- Serves as a primary resource to the Vice Provost with regard to protocol, methodology, and history of academic affairs.
- Maintain the Vice Provost's calendar to ensure that the needs of faculty, staff, students, and other customers are met in a timely and professional manner. Execute discretion to meet political demands and professionally represent the Vice Provost. Schedule routine and requested appointments with the Vice Provost. Gather and proactively provide the Vice Provost with relative information prior to meetings.
- Serve as resource/referral person in the Vice-Provost's absence.
- Complete registrations, travel arrangements, paperwork, etc. for conferences and meetings attended by the Vice Provost.
- Read and prioritize incoming correspondence. Research and/or obtain additional information related to correspondence. Respond or refer inquiries/correspondence to the appropriate administrator/department for resolution. Refer complex and/or confidential issues to the Vice provost.
- Create and maintain computerized and manual files.
- Arrange and coordinate departmental and university level meetings, receptions, luncheons, and special events.
- Complete ongoing, annual, and/or special projects for the university, and/or associations and organizations that the Vice Provost participates in or as assigned by the Vice Provost.
- Monitor and contribute to meeting annual and/or special projects deadlines, and ensure the Vice Provost is aware of project progress and/or impending deadlines in a timely manner.
- Website Editor for the Academic Programs Department.
Liaison to the Provost office, Academic Affairs administrators, University Committee Chairs, faculty, staff, students, and other internal and external constituents. (5%)
- Serve as liaison between the Vice Provost and other vice provosts, department chairs/deans by conveying tasks for completion from the Vice Provost. Items include but are not limited to annual reports, articulation, accreditation, curriculum, catalog, and assessment. Monitor and report progress to the Vice Provost to ensure administrative requirements are met.
- Serve as the primary point-of-contact for faculty, staff, students, and other constituents for issues regarding Academic Programs and the applicable departments and centers.
- Hear customer complaints regarding academic-related issues; assess the situation and advise customers of applicable University policies and procedures related to their concerns; Investigate related details, as necessary, resolve issues and/or refer complainants to the appropriate department.
- Create and/or distribute correspondence, including reports, memos, letters, meeting minutes, etc. Ensure the confidentiality of documents, as necessary.
- Serve on the Academic Calendar Committee, prepare and submit the information to the BOG, and update the BOG-approved Academic Calendar dates on the web.
- Provide administrative assistance to the chairs of the following university committees: APRC, Academic Calendar, Course Fees, and FSUCC.
- Solicit requests for new and/or revised course fees and work with the course fees committee, director of student financial services and registrar's system coordinator to have fees approved and processed for inclusion into Banner for the catalog and accounting services.
- Collect and organize information related to curriculum to be entered into the catalogs.
- Collect, organize and distribute program review and other materials for the Academic Program Review Committee. Also has the role of mentoring and serving as a primary resource to the committee chair with regard to protocol, methodology and history.
- Process student requests for: Individualized/General Studies Majors/Minors; Application for Evaluation of Official Certifications, Licenses, Diplomas, Prior Learning, and Work Experience for College Credit; Articulation of Military Credit; Undergraduate Academic Renewals; and maintain records and resulting paperwork.
- Manage the Faculty Awards Committee process: announce nominations process; develop a timeline for the committee chair and this position; plan, organize, and host the Byler Award reception in the spring; process NINS payments in FLAC for the Byler winner and Governor's of Excellence winner.
- Manage the First-Year Student Convocation process: script, program, event logistics, platform party, faculty participants, and volunteers.
Liaison between the University Academic Affairs Division and legislative bodies, to include: UCM's Board of Governors (BOG), Missouri Department of Higher Education and Workforce Development (MDHEWD), the Coordinating Board for Higher Education (CBHE), and the Higher Learning Commission (HLC). (10%)
- Identify and prepare proposals, documents, and briefing papers for the Vice Provost's approval for submission to the BOG, MDHEWD, CBHE, and HLC.
- University Curriculum Co-Administrator; coordinate, administer, and submit new academic program proposals, curricular revisions and reviews, and internal program reviews.
- Assist with new academic program proposals, curricular revision and review, and reports required by the MDHEWD, CBHE, and the HLC.
- Create new approval process forms, review and monitor curriculum proposals in Curriculog, including course fees, new course proposals, new program proposals, course revisions, course deletions, and program revisions from colleges/departments.
- Review proposals for necessary signatures of approval and proper documentation.
- Serve as a resource person for departments and faculty regarding the status of proposals. Serve as a liaison between faculty and the committees. Meet periodically with the chair of the committees to review the status of current and upcoming business and, maintain schedule of deadlines and catalogs to ensure proposals are completed in a timely manner.
- Train and/or advise department and office professionals of the university regarding university curriculum process, procedures, and requirements. Answer questions and/or research and resolve curriculum-related issues concerning the University. Jointly work with the Vice Provost and/or University Curriculum Chair to resolve complex issues.
- Organize, monitor, and distribute curriculum materials for the University Curriculum Committee, the BOG, the Missouri Department of Higher Education and the Higher Learning Commission.
- Gather and provide details for the course catalog regarding curriculum preparation, to include course requirements and descriptions. Coordinate the proposal approval process to ensure changes in course requirements and/or descriptions are made in a timely manner.
- Monitor the MDHEWD's program inventory for accuracy as compared to UCM's catalogs and Banner.
- Provide administrative support to the Faculty Senate University Curriculum Committee and Academic Program Review Committee, including but not limited to being the recording secretary during meetings, distributing agendas, proposals, and other related materials.
- Distribute meeting minutes to the members of the committees and the departments within Academic Affairs.
- Submit and monitor university educational affiliation and vendor contracts in the university's Total Contract Management system (TCM) for the Vice Provost for Academic Programs and Dean of Graduate Studies and all of its direct reporting affiliates.
Serve as administrative assistant to Faculty Senate. (25%)
- Maintain Faculty Senate Calendars (reserve rooms, send out notices on UCM Daily)
- Maintain lists of members for Faculty Senate committees.
- Maintain Faculty Senate Website (Portal to access all Faculty Senate archives and minutes).
- Maintain Faculty Senate Online archives.
- Assist the Faculty Senate Elections Committee with Elections.
- Assist the Faculty Senate Committee on Committees with Appointments.
- Track the status of all Faculty Senate Motions.
- Maintain office calendar, monitor deadlines.
- Manage purchasing activities. Prepare equipment supply purchases, place, receive and inventory orders. Coordinate purchase of software licenses, laboratory computers, and teaching equipment.
- Maintain office supplies, equipment and furniture inventory.
- Provide administrative support to the Faculty Senate President.
Monitor and maintain the operating budgets for Academic Programs and Dean of Graduate Studies and its direct reporting affiliates. (15%)
- Provide financial assistance and guidance to the Vice Provost regarding the status of accounts, purchase requests, reimbursements, and approval of expenses related to Academic Programs and its departments.
- Develop, implement, monitor, and evaluate the units' budget to optimize resources, ensuring financial efficiency, growth, and sustainability.
- Exercise sign-off authority for expenses related to office supplies, subscriptions, conferences, on-campus events, awards, etc.
- Reconcile monthly budget reports from Accounting Services and retrieve budget information from the University system.
- Approve budget-related paperwork, to include: monthly business procurement card statements, interdepartmental transactions (IDTs), budget amendments, purchase requests, payment requests, and purchase orders, travel expense vouchers, etc. Signature authority for budget-related paperwork. Reviews budget-related paperwork for accuracy requiring Vice Provost's signature. Reviews budget-related paperwork to ensure University policies, procedures and guidelines are followed.
- Responsible for compliance with University Policy regarding purchases and requests for reimbursement within APGS.
Develop, process, and maintain records for faculty load and compensation, and ensure the accuracy of UNIV classes. (10%)
- Prepare faculty adjunct forms, faculty load, and ensure the accuracy of the schedule of classes within APGS.
- Develop, process, and maintain records for FLAC for all instructional and noninstructional assignments within the College.
- Balance, calculate, and assign position number and suffix combinations; enter faculty workloads, overloads, stipends, and adjunct payments in accordance with HR/Payroll processing deadline dates, system, and policy requirements.
- Update records with additional pay amounts and pays factors for one-time payments.
- Complete faculty load reports, which include monitoring reassigned time and faculty overloads.
- Enter FLAC data for all full-time and part-time faculty in the College, and ensurecompletion of entries within payroll deadlines.
- Responsible for the accuracy of faculty workloads and exceptions, including release and reassigned time by term.
- Prepare budget amendments to move funds to appropriate department and program budgets to cover FLAC shortages.
- Consult with HR and Payroll when records do not process correctly.
- Review requests for summer contracts, monitor enrollments to comply with enrollment minimums and payroll deadlines, and inform the Vice Provost of problems.
Supervise Academic Programs and Dean of Graduate Studies operations, temporary employees, graduate assistants, and student workers; determine best practices for the office, place work orders on office structures/fixtures and equipment, and ensure availability of supplies. (5%)
Typical Qualifications
Education :
- An Associate's degree in any field is required.
Education may be substituted for experience or if experience may be substituted for education. Note that equivalencies are based on the following: AA or 60 credit hours = 2 years experience; BA/BS or 120 credit hours = 4 years experience; MA/MS = 6 years experience.
Experience :
- Minimum Five (5) years advanced administrative assistant experience assisting a high-level administrator (.e.g., president, vice president, dean, department chair, or director). Five (5) years experienced preferred.
- Two (2) year budget operations, financial analysis, or accounting required. Two years preferred.
- Experience working in a university or college environment preferred.
- Supervisor: plans, staffs, evaluates & directs work of employees of a work unit.
- Student Employees, including Graduate Assistants - 5, Temporary and/or seasonal employees - 2
- Amount of sign-off authority: $5,000
- Monitor Budget
Supplemental Information
Physical Requirement: Lift 30 lbs
Special Instructions:
Full-time staff & 12-month faculty benefits-eligible position: Benefits include competitive salary; health, dental, vision, life insurance, AD & D, long-term disability; 3 weeks paid vacation per year; 3 weeks of accrued sick leave per year; 13 paid holidays; retirement; and generous education assistance for an employee, spouse and dependent children taking classes at UCM.
9-month faculty benefits-eligible position: Benefits include competitive salary; health, dental, vision, life insurance, AD & D, long-term disability; 3 weeks of accrued sick leave per year; 13 paid holidays; retirement; and generous education assistance for an employee, spouse and dependent children taking classes at UCM.
Part-time benefits-eligible positions: Benefits include generous education assistance for the employee.
Temporary, adjunct, student employment, or graduate assistant positions: Benefits are not included.
Completed UCM online application for employment required. Incomplete applications will not be considered.
A review will begin immediately and continue until filled unless indicated otherwise.
NOTE: A background check is required for the selected candidate of all staff, faculty, adjunct, and temporary positions and any job offer is contingent on the results of this check. Student employees and graduate assistants do not require a background check to be conducted prior to employment.
The University of Central Missouri is an Equal Opportunity Employer.
Benefits
Our faculty and staff are the university's most valuable asset, and our goal is to provide a robust Total Rewards Program designed to help them maintain a happy, healthy, and productive lifestyle.
Highlights from UCM's total rewards package for full-time employees include:
- 30.25% (staff) and 6% (faculty) defined retirement contribution, paid by the university;
- Voluntary Tax-Sheltered Annuity (TSA) programs (403(b) and 457(b)) that allow eligible employees to make additional pre-tax contributions to a retirement plan;
- Employees can earn up to full tuition (15 credit hours) for themselves per academic year. Full-time employees are also eligible for up to $175 towards non-credit courses each fiscal year. Employees can earn up to full tuition for their dependents;
- Comprehensive medical, dental, and vision plans that begin on the first of the month following your date of hire. Basic dental and vision insurance paid at 100% by the university;
- Available Health and Dependent Flexible Spending Accounts;
- University-paid basic life insurance (including accidental death and dismemberment) and short-term and long-term disability insurance coverage;
- Generous leave accruals that begin accruing on your start date, plus 14 paid holidays per year.
- The UCM Childcare Center on the Warrensburg campus can provide faculty, staff, and students quality care for their children ages six weeks to 10 years.
- The Student Recreation and Wellness Center (SRWC) is free for all employees and is located on the Warrensburg campus.
- An Employee Assistance Program is available to all employees and their immediate family members to help assist with personal challenges you may face in your daily life;
- UCM offers an Employee Discount Program through Working Advantage.
01
How many years of professional advance administrative assistant experience do you have?
- No experience
- Less than 1 year of experience
- 1 year but less than 2 years of experience
- 2 years but less than 3 years of experience
- 4 years but less than 5 years of experience
- 5 or more years of experience
02
Do you have an Associate's Degree?
- Yes
- No
03
Do you have any Budget experience?
- Yes
- No
Required Question
PI280807687
Job ID: 81716698
