Office Professional III

UCM • UCMO - Warrensburg, MO

5d • Onsite

About The Position

The Office Professional III serves as the Office Professional for Business Administration (BA) under the administrative guidance of the associate dean. This role is crucial for ensuring fiscal accuracy, managing BA-related expenditures within allocated budgets, monitoring account statuses, and preparing financial documents in accordance with university fiscal policies. The position also functions as a Co-Office Manager, responsible for maintaining efficient office operations, coordinating the office calendar, managing information, stocking supplies, inventorying equipment, and supervising student office employees. Additionally, the Office Professional III provides a high standard of customer service as a first point of contact for the BA, greeting visitors and directing them to appropriate resources. This role also offers administrative support to program coordinators, faculty, students, and other constituents, ensuring the school meets the needs of its supporters and community. This includes tasks such as creating and maintaining class schedules, scheduling appointments and events, assisting with travel arrangements, and supporting daily school operations.

Requirements

• High school diploma or equivalent
• Two (2) years administrative support required.
• One (1) year accounting or budgeting related skills required.

Nice To Haves

• Bachelor’s degree preferred
• Two (2) years accounting or budgeting related skills preferred.

Responsibilities

• Serve as the Office Professional for Business Administration (BA) under the administrative guidance of the associate dean to ensure fiscal accuracy, to ensure that BA related expenditures do not exceed the allocated budget to include monitoring the status of all BA accounts and preparing financial documents (reimbursements, invoices, deposits, requisitions, etc.) for BA activities and entities in accordance with the university's fiscal policies.
• Function as the BA Co-Office Manager with the other BA OP, to keep the BA office operations organized and running efficiently to include coordination of office calendar so to track program, college and university deadlines relevant to BA programs; store organize and manage information; keep office supplies in stock; inventory and maintain BA equipment and facilities; and hire, train and supervise student office employees.
• Provide a high standard of customer service and function as a customer relations specialist to serve as one of the first points of contact to the BA to include greeting all visitors and directing constituents to appropriate school or campus resources.
• Provide administrative support to the program coordinators, faculty, students and other constituents to ensure the school is meeting the needs of its supporters and community to include creating and maintaining the class schedule, scheduling appointments and special events, assisting with travel arrangements, and supporting school daily operations.
• Monitor the status of all school accounts including the general operating accounts, UCM Foundation accounts, student technology fee accounts, as well as special accounts to ensure fiscal accuracy and expenditures do not exceed the account’s allocated budget.
• Request budget changes, submitting interdepartmental transfers, requesting payments, processing appropriate budget forms, and obtaining approval for budget transactions in a timely manner and according to university fiscal policy.
• Manage travel expense processes as needed, confirm compliance with UCM fiscal policy, process according to UCM fiscal policy and process other travel related expenditures, e.g., bus or van rental in a timely manner.
• Manage school Business Procurement Cards in a timely manner and according to university fiscal policy.
• Manage programs’ purchasing of office and operating supplies, e.g., copy paper, organizational memberships, in a timely manner and according to university fiscal policy.
• Coordinate with the program coordinators to create a complete and accurate annual list of students eligible for school scholarships.
• Provide support to the scholarship selection committee, as well as liaison with the UCM Foundation to confer awards in a timely manner and according to each scholarship’s requirements.
• Prepare budget reports for the dean and program coordinators as requested.
• Administer and enforce budget policies and procedures.
• Identify process and/or procedure problems.
• Keep the main BA office organized and running efficiently.
• Maintain a shared BA calendar to ensure meetings and events are listed accurately.
• Monitor and apprise the appropriate entity of program, college and university deadlines.
• Manage all school correspondence daily, including postal mail, campus mail, and electronic correspondence.
• Maintain all school administrative and student files in an organized and conventional system.
• Serve as the point of contact for BA related emergencies.
• Proactively and reactively monitor and serve as point of contact for office equipment, e.g., copy machines and printers, to ensure all are available and ready for daily use.
• Maintain current service contracts on office equipment.
• Proactively and reactively monitor and serve as point of contact for consumable office supplies, e.g., copy paper, pens, notepads, etc. to ensure all are available and ready for daily use.
• Proactively and reactively monitor and serve as point of contact for other school maintenance/facilities needs, e.g., furniture repair, burned out lightbulbs, furniture moving, key requests, to ensure the issue is resolved in a timely manner.
• Hire, train, and supervise student office employees as appropriate for the current strategic plan and budget.
• Control and ensure access to all BA related spaces to include offices, conference rooms, and other spaces.
• Provide support to ensure the BA is meeting the day to day needs of its faculty, students, visitors, e.g.; create and distribute school communications to faculty and students; collect and maintain database of course syllabi every semester.
• Work with necessary parties and applications to ensure faculty contracts, appointments, stipends, etc., are appropriately processed according to college and university timelines.
• Coordinate with the program coordinators to create, post, and edit as needed the schedule of courses every semester, including summer session, according to university timelines and program needs.
• Assist students with enrollment into restricted courses, e.g., instructor or program consent, accurately and in a timely manner.
• Coordinate with the appropriate individual(s) to schedule and coordinate events, e.g., workshops, competitions, guest speakers, alumni events, student events, faculty search visits, accurately and in a timely manner.
• Schedule meetings and appointments for the program coordinators and other faculty as requested.
• Serve as a resource referral person in the absence of the program coordinators.
• Participate in professional development in order to acquire and maintain skills and competencies related to effectively performing tasks related to the job or as suggested by University directives.
• Assist in maintaining the BA related webpages as directed by the dean or associate dean.
• Process computer access request forms and other Office of Technology forms as appropriate for the school of business administration personnel.
• Prepare and process faculty and staff search plan forms and employment documentation as appropriate.
• Serve as the first point of contact for the BA in a professional, positive, and dependable manner.
• Greet all school visitors in a timely, professional manner both in person and via telephone or electronic communication.
• Accurately and efficiently evaluate constituents’ needs or requests and direct them to the appropriate school or campus resource, striving to eliminate sending them from office to office in search of answers.
• Maintain positive, professional relationships with all members of the campus and local community.
• Provide information about the BA programs, instructors, classes, and procedures.
• Promote programs to prospective students, and proactively advise them of possible related courses of interest.
• Facilitate knowledge of available off-site programs.

Benefits

• 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
• generous education assistance for an employee, spouse and dependent children taking classes at UCM
• generous education assistance for the employee

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED