Office Associate – Senior

JOB TITLE:  

Office Associate, Senior - Buchanan Center for Performing Arts Shared Business Staff Center

JOB PURPOSE:   

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.

ESSENTIAL DUTIES AND 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. Also assists 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. 

COMPETENCIES:

• Analysis/Problem Identification
• Attention to detail
• Consistency
• Individual Leadership
• Initiative
• Quality Orientation
• Work Prioritization & Management

MINIMUM QUALIFICATIONS:  

Education: Associate’s degree

Experience: 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

DESIRED QUALIFICATIONS:   

REQUIRED APPLICATION MATERIALS: 

Complete the online application.  The department additionally requests candidates upload the following document(s) for a complete application: 

1. Cover letter 
2. Resume or C.V. 
3. Contact information for four work-related references (references will only be contacted if you are selected as a finalist for the position). 

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. 

WORK AUTHORIZATION REQUIREMENTS: 

The successful candidate must be eligible to work in the United States. Sponsorship for H-1B work authorization or work visa is not available for this position. 

Posted Salary Range: $42,504 - $46,260