Regular, full-time, salaried, exempt, and benefit-eligible staff position. For more benefit information visit Why Work at UCO?
General Schedule:
Position typically works Monday-Friday from 8am-5pm.
Position Overview:
Manage office operations and supervises Techceptionists. Manages office operations and supervises support staff. Prepares, processes and monitors budgets, project proposals, records and invoices. Interprets and advises internal and external customers on departmental or program policy and guidelines. Must be able to perform queries, standard and modified reports from the university systems, and must be able to produce documents using Microsoft Office. Assists leadership in program/event planning; administers budgets; and coordinates staff personnel matters. Interprets, monitors, and analyzes information regarding operating policies and procedures. Analyze and resolve administrative services issues and needs. Approves time sheets as needed. Coordinate with other administrative staff on all intra-unit operations and procedures.
Department Specific Essential Job Functions:
Assists in preparation and maintenance of the budget. Includes preparing purchase requisitions, tracking delivery of purchases, paying invoices, maintaining inventory records, and tracking expense patterns. Monitors activity within budgets to ensure adequate funding. Provides budget reports.
Responsible for daily operations in the Santa Fe Plaza, the Carnegie Centre, and the LX Studio suite in the ACM building performing complex administrative duties according to current university policies including the handling of confidential matters with discretion.
Oversees customer service experience for visitors, faculty, staff, and students and oversees the monitoring questions and problems.
Supervises and monitors the performance of Techceptionists, student employees, and other support staff. Responsible for all hiring and documentation. Makes recommendations to upper management regarding staffing issues and procedural changes.
Manages the purchasing, maintenance, and repair of office supplies and equipment.
Continuous review of all operational processes to ensure efficiency and decrease redundancy. Provides guidance with regard to university policies and procedures. Develops processes and procedures that ensure the efficient and cost-effective running of the office.
Serves as the building captain and reports and follows through on all maintenance issues.
Maintains and assists with Pcard transactions and reconciliations.
Coordinates travel processes for department personnel. Advises staff members of University travel policies and procedures. Assists members with various travel forms. Coordinates department travel card program.
Maintains inventory records and equipment service for Santa Fe Plaza, Carnegie Centre, and LX Studio suite in the ACM building.
Plans and prepares for classes, meetings, special events, and trainings, including the use of facilities by outside parties. Ensures building and staff availability.
Assists with incubators, guests, and partnerships, allowing use of the facilities and providing staff and IT support as required.
Qualifications/Experience Required:
Requires a bachelor's degree and 5+ years of experience or equivalent combination of education and experience that provides knowledge of and exposure to fundamental theories, principles, and concepts. Requires the application of expertise in a chosen field to achieve results.
Qualifications/Experience Preferred:
Five years of experience in office management, policies and procedures. Two years of bookkeeping or financial tracking experience. Experience in a higher education environment.
Knowledge/Skills/Abilities:
Must possess excellent communication skills, both verbally and in writing. Keeps abreast of changes in University policies and procedures. Understands and operates well with the complexities of a fast-paced, high stress environment. Ability to maintain integrity and confidentiality of department. Ability to relate to faculty, staff, students, and clients with diverse cultural and social backgrounds. Superior organizational and time management skills with an acute attention to details. Ability to determine priorities, be self-directed and work with minimal supervision. Proficient in a variety of computer applications, including MS Office Suite. Strong leadership and team-oriented approach.
Will this position supervise others?
Yes, this position will supervise others.
Physical Demands:
Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.
