Job Listing:

Office Associate II

University of Nebraska Medical Center

Company:
University of Nebraska Medical Center

Industry:
Education

Job title:
Office Associate II

Job level:
Mid

Job description:
Position Summary
Under limited supervision, perform a wide variety of office tasks requiring a thorough knowledge of policies, procedures and systems, will exercise discretion in determining priority/order of completion of work assignments. Handle matters of a moderately complex nature to conserve supervisor’s time.

Responsibility Statement: Dean's Office Administrative Support
Duties:
1. Provide calendar scheduling, travel, and expense reimbursement, to the Associate Dean – Academic Affairs, Associate Dean – Research.
2. Provide other administrative (i.e. copying, scanning, purchasing, committee contact person (awards and searches), taking minutes at select college-wide committee meetings (ie. Evaluation, Diversity), etc.
3. Schedule educational and other activities in conference and classrooms in the COPH building in consultation with faculty and administrative staff with the campus EMS program.
4. Maintain and oversee various databases of information relating to programs/activities.
5. Provide assistance and support for the Dean’s Administrative Support Staff and other units as needed.
6. Maintain office equipment (e.g., copier, fax).
7. Maintain the Research tab of the COPH website. Specifically, each year in January/February update the list of publications (this list is obtained from Teri Hartman from the library) and the list and description of the grants where the PI was a COPH faculty.
8. Assist with Dissertation Boot Camp (book a room for four Fridays in April, and order lunch for participants).
9. Maintain supply inventory; purchase and order supplies for the Dean’s Suite (with input from administrative support for dean and associate/assistant deans).
10. Collaborate with UNMC Facilities to resolve building maintenance issues.
11. Provide back-up support to other departments, when necessary.
12. Perform other administrative duties as assigned to ensure the smooth operation of the College.

Percentage of time: 60
Level of Importance: High
Responsibility Statement: Office of Public Health Practice Administrative Support
Duties:
1. Coordination of calendar for Associate Dean for Public Health Practice (ADPHP). Arrange meetings, coordinate meeting materials, agendas,and other items prior to each scheduled engagement. Prepare and brief (ADPHP) on pertinent issues/topics related to scheduled meetings.
2. Process travel requests and reimbursements for ADPHP and Staff of the Office of Public Health Practice.
3. Schedule and confirm appointments, meetings and travel arrangements as directed resolve complex scheduling issues as needed.
4. Coordinate and manage special events, and programs, including catering arrangements, preparation and distribution of fliers, bulletins, and other promotional materials, agenda items, mailings, participant packets, registration materials, meeting rooms, facility and AV arrangements, and other miscellaneous preparations.
5. Recording and typing minutes from meetings as requested.
6. Take accurate phone messages and forward them as appropriate.
7. Order supplies for the office.
8. Process invoices.

Percentage of time: 40
Level of Importance: High

Required Education: High School education or equivalent
If any degree major/training is required, please specify the type. (NOTE: Concentration and minors are not equivalent to a major)
NA

Required Experience 5 years
If any experience is required, please specify what kind of experience:
Increasingly responsible administrative support experience.

Required License No
If yes, what is the required licensure/certification?
Required Computer Applications: Microsoft Access, Microsoft Excel, Microsoft Word, Microsoft PowerPoint, Microsoft Outlook, Microsoft Publisher

Positions available:
1

Posted on:
June 7, 2021