Office Associate, Senior - BCPA Shared Staff Center

University of Wyoming • Laramie, WY

1d • Onsite

About The Position

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. This role is crucial for supporting the Buchanan Center for Performing Arts Shared Business Staff Center at the University of Wyoming.

Requirements

• Associate’s degree
• 1 year progressively responsible work-related experience
• 1-year related work experience required
• Experience may substitute for an associate's degree/equivalent combination of education and experience

Nice To Haves

• Bachelor’s Degree or equivalent combination of education and experience
• Experience with purchasing, P-cards, and purchase orders
• Experience with electronic record keeping and reporting
• Excellent written and verbal communication skills
• Experience in higher education/academia

Responsibilities

• Autonomously interpret policy and procedures, providing interpretations requiring extensive knowledge of University, state, and federal rules and regulations.
• Perform complex problem resolution.
• Serve as a resource for department/unit and campus.
• Participate in fiscal planning activities.
• Research, compile, develop, analyze and integrate data.
• Prepare related reports and correspondence; perform difficult research for special projects as assigned by supervisor.
• Create and/or maintain complex records systems and/or databases.
• Coordinate information between individuals, departments and/or outside agencies as directed; assist with problem resolution as required.
• Make recommendations on and revise existing office policies, systems, methods, and procedures; create/revise related documentation.
• Ensure compliance with policies and procedures.
• Supervise support staff.
• Oversee and assist with processing accounting transactions for all units served by the shared staff center (Music, Theatre & Dance, Visual Arts, Fine Arts Outreach). Duties include p-card reconciliation, creating and reconciling reimbursements, purchase orders, invoices, processing IDT's, initiating transfers, recording transactions on ledger, and assisting with budget tracking.
• Assist the Executive Business Manager with drafting, processing, and tracking contracts.
• Assist with hiring and payroll for part-time positions. Duties include completing hiring paperwork and costing for graduate assistants, hourly workers, and temporary lecturers; and supervising hourly positions including approval of timecards. May also assist with training hourly hires how to enter time.
• Main contact and staff support for department websites. Duties include overseeing work of office associates on the websites and assisting with edits as needed.
• Assist with scholarships as needed. Duties may include organizing, tracking, and helping lead staff with scholarships or taking on additional financial transactions during scholarship awarding.
• Cross trains with Buchanan office associate to fill in front office duties as needed. Duties include answering phones, taking and disseminating messages, responding to department emails, handling walk in traffic, sorting and delivering mail, and checking out keys and lockers.
• Oversees the Buchanan office associate duties of course scheduling and locker inventory.
• Assists with financial reporting and communication of financial policies. Duties include assisting the Executive Business Manager with financial reporting to the Dean's Office, annual budget meeting reports, other financial researching and reporting as assigned, and explaining policies and procedures to faculty and staff.
• Other duties as assigned by supervisor including filling in for vacancies as needed.
• Assists with tracking expenses across multiple departments.
• Oversees marching band expenses and is the main contact to provide guidance related to UW policies and procedures.
• Assists with processing transactions and guiding faculty and staff based on procurement policies across all departments served by the shared staff center including Theatre & Dance, Music, Visual Arts, and Fine Arts Outreach.
• Must have a strong understanding of all financial policies and procedures and must be able to communicate these to faculty of all departments served.

Benefits

• Generous Retirement Contributions: The State contributes 14.94% of your gross salary, and you contribute 3.68%, totaling 18.62% toward your retirement plan.
• Exceptional Health & Prescription Coverage: Enjoy access to medical, dental, and vision insurance with competitive employer contributions, that include 4 deductible options to suit your needs.
• Paid Time Off: Benefit from ample vacation, sick leave, paid holidays, and paid winter closure.
• Tuition Waiver: Employees and eligible dependents can take advantage of tuition waivers, supporting continuous education and professional growth.
• Wellness and Employee Assistance Programs: Stay healthy with wellness initiatives, counseling services, and mental health resources.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: Associate degree