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Office Assistant III

4 months ago

Lincoln, United States Nebraska State College System - Chadron, Peru, and Wayne State Full time
Posting Details

Position Information

Job Title
Office Assistant III

Nature of Work

This is an advanced classification that performs specialized clerical work of an administrative nature of varied scope and complexity requiring a broad knowledge of standardized policies and procedures, and confidentiality in the disposition of work matters.

Work requires significant independent judgment, problem solving, and decision making skills within prescribed limitations. Interprets guidelines to specific situations that are not covered by policies or procedures.

Work includes the maintenance of various record systems, the creation of reports involving payroll, employee, student, departmental records, and statistical data. Work also includes composing routine memoranda, correspondence and written materials requiring knowledge of institutional policies and procedures, scheduling meetings, and making travel arrangements. Limited leadership may be exercised over small teams of co-workers or student employees.

Occasional supervision and oversight is provided to employees in this classification.

Examples of Work Performed

1. Assist Dean with projects, meetings, and everyday tasks

2. Assist dean in building maintenance and technology or equipment needs

3. Make travel arrangements and purchases

4. Assist and monitor dean's schedule (appointments, meetings, etc.)

5. Assist in the accreditation process however deemed necessary for the entire School

6. Collect and compile faculty packets for evaluations (include their Faculty Information Form, any applicable course evaluation results, etc.)

7. Process Travel & Budget Requests - Budgets (monthly)

a. Track 5 budgets and keep dean and department chairs informed monthly

b. Purchase any supplies requiring use of the Purchasing Card

c. Create purchase orders as needed for any large furniture, etc. purchases

d. Place/process food orders for any school on or off campus events

e. Travel arrangements for faculty/GA's traveling

8. Minutes

a. School & Leadership Team Meetings (monthly)

b. Collect reports from all lead people and committee representative and compile as addendum to school meeting agendas/minutes

c. Minutes for Fall & Spring Teacher Education Advisory Council Meeting (1x/semester)

9. Work closely with VPAA in developing School Calendar (1x/yr)

a. Schedule school meetings

b. Schedule leadership team meetings

c. Schedule comprehensive exams

d. Add all applicable events to the calendar
10. Assist department chairs with course schedule process. Work with the Records and Registration office to ensure accuracy of all course scheduling.

11. Employee Relations

a. Send, receive, process new employee paperwork for new adjunct instructors; maintain adjunct instructor and faculty files and database

b. Prepare Faculty Load Reports (1x/semester)

c. Prepare school directory each term with office locations and extensions

d. Hire and facilitate Work Study Students

e. Create key requests for employees within building

f. Create contract recommendations

i. Preparation or review for adjuncts

ii. Directed study/special projects for faculty/adjuncts

iii. Student Teaching Supervisors - Fall & Spring

g. Plan, facilitate, and purchase gifts/supplies for retirement parties

h. Assist employees with electronic travel system as needed.

12. Course Related

a. Collect/maintain current file Faculty Syllabi each semester (1x/semester)

b. Monitor low enrollments with Department Chairs/Dean & Communicate with VPAA office

c. Room scheduling approval utilizing EMS - process class schedule changes

d. Update graduate course rotation for all graduate courses for the website

13. Graduate Programs

a. Assign graduate advisors, track, and process program requirements.

b. Create and maintain digital files for all graduate students

c. Assist Community Learning Programs & communications, regular meetings (ongoing)

d. Facilitate Comprehensive Examinations for all graduate students (1x/semester)-via email

e. Recruit graduate students through a variety of methods that include but are not limited to: graduate fair, emails through MyEmma, phone, regular email, website, etc. Foster course registration through creation of course registration booklets for each semester and email out to all current and new students.

f. Work with the Nebraska Department of Education (NDE) on the Enhancing Excellence in Teaching Program (EETP) grant application process by updating NDE with correct information for EETP website. Process all incoming applications and work with dean to select recipients and send to NDE.

g. Assist faculty and chairs to update handbooks for the School, pass on for review to faculty, then to College Relations for publishing

h. Call/email students each semester closer to start of term who have not registered and assist in getting them registered. Create course schedule booklet for all graduate courses to send out via email.

14. Marketing

a. Work with College Relations to update website and all program sheets/brochures for all education and behavioral sciences undergraduate and graduate programs

b. Create and/or post slides for kiosk school/WSC announcements (ongoing)

c. Prepare school newsletter (1x/semester)

d. Update all display boards each year for Just Juniors and other marketing events.

e. Manage and post content on school Facebook account

15. General

a. Assist other office staff with daily tasks as needed

b. Maintain any school memberships and distribute information pertaining to the memberships regularly
16. Software Usage:

a. EMS

b. Firefly

c. Concur

d. WebFocus

e. Wildcats Online (PeopleSoft)

f. SAP

g. MyEmma

h. Jadu

i. Adobe InDesign

j. Microsoft Office
17. Other duties as assigned to support the School of Education and Behavioral Sciences

Required Qualifications

Graduation from High School or educational equivalent, college coursework in Business Administration or related field, and two years of clerical experience.

Preferred Qualifications

Some post-secondary education; experience in an office setting; experience with electronic record keeping; experience with Microsoft Office.

Physical Demands

License and Certification Requirements

Other Requirements

Criminal Background Check

Salary Information
Competitive, commensurate with qualifications & experience. Attractive & comprehensive fringe benefit package. Minimum annual salary range is $36,576.00

FTE

1.000

FLSA
Non-Exempt

Union Status
NAPE

Number of Vacancies
1

Posting Detail Information

Posting Number
PS1343P

Desired Start Date

Open Date
03/21/2024

Close Date

Open Until Filled
Yes

Special Instructions to Applicants

Wayne State College is seeking an Office Assistant III for the School of Education & Behavioral Sciences.

General Information

Wayne State College serves as a model of success for regional public higher education. Investments in infrastructure and facilities, expanded academic programs and partnerships, a whole-campus approach to recruitment and retention, and a commitment to strategic planning position the College as a strong member of the Nebraska State College System. More than 4,500 students rely on Wayne State for access to graduate and undergraduate degree programs in more than 130 programs of study each year, a role the College has proudly filled since its founding in 1891. Our goals are clear: continually improve retention and graduation rates, provide high-quality academic programs and campus facilities, support workforce and economic development in the region, maintain affordability and access, and manage resources for sustainability. We invite qualified applicants to join us in our important work.

EEO Statement

The Nebraska State Colleges are equal opportunity institutions and do not discriminate against any student, employee, or applicant on the basis of race, color, national origin, sex, sexual orientation, gender identity, disability, religion, or age in employment and education opportunities. Each College has designated an individual to coordinate the Colleges' non-discrimination efforts to comply with regulations implementing Title II of the Americans with Disabilities Act, Titles VI and VII of the Civil Rights Act, Title IX of the Education Amendments of 1972, the Age Discrimination Act of 1975, and Section 504 of the Rehabilitation Act. Inquiries regarding non-discrimination policies and practices may be directed to the Compliance Coordinators assigned at each College and identified on each College website.

Veteran Statement
This position is subject to Veterans Preference.