Office Associate, Senior - Electrical Engineering & Computer Science

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 support tasks with discretionary authority; independently make decisions that substantially impact operations within the department. Serve as the department’s front line customer service contact, helping students, faculty, staff, research associates, adjunct, donors, and varied constituents. Administratively supervise comprehensive office operations for undergraduate programs and graduate students in master’s and doctoral programs.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Provide administrative support for the department leadership. Anticipate and meet the needs of the Department Head, undergraduate coordinator, graduate coordinators, and committee chairs for administrative information including, but not limited to, prepare and process administrative documents, schedule and organize advisory board meetings, maintain a database of advisory board members, prepare minutes from faculty and advisory board meetings, maintain a donor database and prepare receipt/thank you letters, manage the distribution, collection and preparation of teaching evaluations, coordinate website maintenance, develop department newsletter, and coordinate with College personnel as needed.  Be adept with UW-wide data-bases and software,  be familiar with UW Regulations, Retention, Tenure & Promotion policies, and other UW policies and practices,  assist in planning and implementation of policies and procedures for the department, coordinate schedules/communications between Department Head and faculty/staff, coordinate faculty job searches,  manage department teaching schedules;  hire, train, and manage work-study and other temporary student workers to assist in providing essential departmental functions; schedule department seminars; prepare seminar announcements and arrange refreshments; satisfy all ad-hoc requests for data, reports, etc.
• Provide administrative support for the undergraduate programs. Work with supervisor and the department head, and independently, oversee all administrative aspects of the undergraduate programs, including, but not limited to, schedule undergraduate courses, assign rooms and upload them into Banner, prepare and edit information for the general bulletin, develop needed administrative tools to further streamline undergraduate program processes, update and track student performance metrics as designated by supervisor and by Department Head; collect and analyze data needed for accreditation.  Work closely with the undergraduate coordinator and the CEPS Center for Student Success as needed for undergraduate programs and academic advising.
• Provide administrative support for the graduate programs. With very limited guidance from the graduate coordinators, oversee all administrative aspects of the graduate programs in the department including, but not limited to, process applications, prepare acceptance/denial documents, communicate information to incoming students, track the progress of all students, interact with the Registrar to solve problems, maintain all department student records, prepare and edit information for the general bulletin, schedule graduate courses, assign rooms and upload them into Banner, maintain a complex database of all graduate student records, and develop needed administrative tools to further streamline graduate program processes.  Serve as liaison between students, faculty, Academic Affairs, International Students Office, etc.; and maintain database of graduate student metrics as directed by supervisor and the Department Head.
• Provide administrative support to the annual reappointment, tenure, and promotion process and annual faculty review process, and administrative support for faculty searches. Hire, train and supervise student workers in the department. Be adept with UW-wide data-bases and software, be familiar with UW Regulations, and other UW policies and practices, assist in planning and implementation of policies and procedures for the department.
• Provide administrative support for the department physical plant. Under very limited supervision, manage the non-laboratory physical plant for the department including, but not limited to, manage room assignments for faculty, staff and students, including assigning phone numbers, etc., coordinate office maintenance and painting, and identify office equipment needs

 

SUPPLEMENTAL FUNCTIONS:

• Assist with special projects as needed. Serve on College and University committees as appropriate.  

COMPETENCIES: