Office Associate, Senior - UW Extension

The University of Wyoming invites diverse applicants to consider our employment opportunities.  We are also especially interested in candidates who have experience working with diverse populations and/or diverse initiatives. 

JOB TITLE:   

Office Associate, Senior

JOB PURPOSE:

Perform complex administrative/management support tasks with discretionary authority; independently make decisions that substantially impact operations within and outside designated unit/program; administratively supervise comprehensive office operations and support staff for department/unit.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Office Administration: Coordinate and oversee program & educator support and office management. Ensure educators have the appropriate support and resources for their programs, balance competing needs for resources, and delegate tasks as needed. 
• Customer Service: Receive walk-in visitors & direct to appropriate person. Answer and direct phone calls. Take & deliver messages. Respond to mailed, emailed, and faxed inquiries from clients. Investigate and report on concerns from customers and stakeholders. 
• Accounting/Billing: Manage & reconcile office/program budgets. Submit invoices to be paid. Collect and deposit fees. Submit and reconcile expense reports.
• Contact Management: Manage mailings. Follow-up with potential program participants and/or volunteers. Input and maintain contact, scheduling, and participation data for program participants/volunteers/speakers. Prepare directories, mailing lists, etc. 
• Marketing, Recruiting, and Publications: Produce publications - flyers, brochures, postcards, newsletters. Distribute marketing materials. Create and maintain websites and social media sites. Maintain marketing displays. Maintain UW event calendar. 
• Event Logistics and Data Management: Create, maintain, and file program documents/materials. Manage program planning logistics. Make travel arrangements for educators, participants, and volunteers. Find and book venues. Arrange food and beverage. Organize, purchase, inventory, and prepare program supplies. Coordinate audiovisual equipment and operation. Assist with day of event logistics. Input program data and generate reports on program participation, results, and impacts.

Supplemental Functions

• Prepare complex reports regarding personnel staffing and budgetary requests, perform associated analysis and interpretations. 
• Direct public inquiries for both Extension and non-Extension services 
• Assist with departmental budget planning process including research and provide/prepare financial reports
• Assist with revision of forms and publications
• Purchase, inventory, and organize office supplies
• Schedule & maintain classrooms & office equipment
• Schedule and maintain county vehicles
• Create, maintain, and file office documents/materials
• Update and maintain office policies and procedures
• Process Mail
• Manage Extension resources
• Maintain office calendars
• Manage staff meeting logistics
• Manage recycling
• Assist with Extension and Extension supported events as needed including, but not limited to, Laramie County Fair, conferences, competitions, and workshops. (May include occasional night and weekend work.)

COMPETENCIES:

• Analysis/Problem Identification 
• Attention to detail 
• Consistency 
• Individual Leadership 
• Initiative 
• Quality Orientation 
• Work Prioritization & Management 
• Tenacity 
• Service Orientation 
• Communication (oral and written) 

REMOTE WORK ELIGIBILITY: 

This position provides vital support to campus customers and requires the successful candidate be available to work in the Laramie County Extension Office. 

MINIMUM QUALIFICATIONS:  

• Education: Associate's Degree 
• Experience: 1 year progressively responsible work-related experience

Required licensure, certification, registration or other requirements:  Valid driver's license with a motor vehicle record (MVR) compliant with the University Vehicle Use Policy. 

DESIRED QUALIFICATIONS:  

• Education: Bachelor's degree or equivalent combination of education and experience.
• Experience: Three or more years progressively responsible work-related experience
• Prior experience managing an office under limited supervision
• Basic accounting skills
• Project management skills-