Hourly Pooled - Science & Math Teaching Center Office Aide
Hourly Pooled - Science & Math Teaching Center Office Aide
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JOB TITLE:
Office Aide
JOB PURPOSE:
Office aide to help with office duties.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Graduate programs (MMA, MSC, MST)
- Recruiting
- Applications - Use Salesforce to track new applications and send completed and compiled application paperwork to Director. Approve and designate advisor when application is approved by Graduate Committee Board. Deny as requested in Salesforce along with sending letter of denial.
- Scholarships - fill out Scholarship worksheets every semester for tuition awards for current SMTC students
- Course loading - Review, verify and modify class schedules (fall, spring, summer) for on-campus, distance, and UW-C classes. Assist School Director in tracking and scheduling future course schedules for faculty. Submit schedules to the Associate Director for Course Scheduling. Prepare and submit course changes to the Director. Distribute course scheduling to faculty. Prepare Course Action Request forms for new, modified or deleted courses. Assist in the preparation and update of program brochures and publications.
- Paperwork for students
Professional Development work (outreach and in-reach)
- Supporting MOUs (invoicing, tracking, depositing)- cashier deposit forms with appropriate accounts. Separating Science and Math PD expenses
- Reconciling expenses
- Scheduling and logistics
- Helping with ordering and tracking supplies
SMTC day-to-day
- Prepare and proofread correspondence, departmental activities, office procedures, and forms for the program coordinator, faculty, staff, graduate assistants, and lecturers. Arrange meetings for committees and program meetings, which includes assembling needed information for distribution, scheduling a room, audio/visual connections, recording and distributing meetings via Zoom, and providing meals or refreshments. Prepare and distribute agenda and recordings. Assist in updating SMTC Director's calendar. Perform customer service for faculty, staff, students, prospective students, and general public through personal interactions, e-mail contact and via telephone (respond to inquiries, orally and in writing, regarding programs and student requests, record messages, transfer calls, etc.). Assist with difficult or sensitive situation
- Assist with establishing annual budget categories and amounts within the School including grants, etc. Prepare account forms in WyoCloud. Prepare contracts and send vendor forms when appropriate. Assist faculty with travel arrangements and reimbursements. Maintain shadow budget for the SMTC. Establish and track faculty sub accounts and keep faculty and relevant parties informed. Serve as a resource on P-Card policy and compliance for faculty. Reconcile all departmental accounts with WyoCloud.
- Resolve issues with vendors, Purchasing and Accounts Payable. Communicate with offices providing funding in particular instances.
- Request disposal/sale of used property. Maintain office supplies to meet faculty needs. Arrange for office equipment repair and coordinate Request for Estimates through UW Operations.
- Mail, phone, website monitoring
- Faculty Searches: Assist with or coordinate correspondence and advertising. Schedule and maintain search committee meetings. Follow-up with applicants for needed information. Contact applicants chosen for interviews and schedule visits. Assist with travel arrangements (airplane, hotel, etc.). Set-up interview schedule, including meal arrangements and presentation reception, and distribute itinerary to college. Scheduling includes activities outside of UW and College of Education. Assist the candidates while on campus.
- Organizing and maintaining server (Warehouse) documents
- Supporting grants (e.g., stipends for teachers, ordering and tracking supplies, credits, etc.)
- Website updates as needed
- Marketing help
- Supporting the director and faculty in the unit in other ways as needed
MINIMUM QUALIFICATIONS:
High School Graduate
DESIRED QUALIFICATIONS:
Experience with the essential duties
REQUIRED APPLICATION MATERIALS:
Complete the online application. The department additionally requests candidates upload the following document(s) for a complete application:
- Cover letter
- Resume or C.V.
WORK LOCATION:
On-campus: This position provides vital support to campus customers, and the successful candidate must be available to work and perform essential job functions on campus, understanding our location is at 7,220 feet above sea level.
HIRING STATEMENT/EEO:
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. In compliance with the ADA Amendments Act (ADAAA), if you have a disability and would like to request an accommodation to apply for a position, please contact us at 307-766-2377 or email jobapps@uwyo.edu.
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