Administrative Services Assistant 3 (UCP 4)

Location
Storrs, CT
Posted
May 11, 2017
Institution Type
Four-Year Institution
Job Title: Administrative Services Assistant 3 (UCP 4)
Job ID: 2017563
Location: Storrs Campus
Full/Part Time:
Regular/Temporary: Regular

Job Posting

The Department of Allied Health Sciences seeks a dynamic, creative, and well-organized team player to serve a diverse faculty and student population as our new Administrative Services Assistant 3 (UCP 4). Working under the supervision of the Business Services Supervisor, the incumbent will perform a variety of day-to-day office administration functions; serve as the Department's primary purchasing agent; assist with payroll, HR, and financial functions; and coordinate the admissions process for the Allied Health Sciences major, graduate programs, and certificate/professional programs.

Duties & Responsibilities

Admissions
  • Coordinate administrative aspects of admissions process for Allied Health Sciences major, professional and certificate programs, and graduate programs
  • Serve as primary liaison between department main office, Advising Center, individual program directors, departmental graduate faculty, and College on admissions-related matters
  • Receive, log, and properly route student application materials and fees; prepare lists of applicants for consideration by admissions committee(s)
  • Field questions from students about general admissions process, timeline, and application requirements and procedures, referring to Advising Center as appropriate
  • Assist with preparation of admissions-related correspondence including acceptance and rejection letters
  • Maintain records, files, and data and compile reports detailing admissions-related information for overall Department, major, and individual professional/certificate programs

Ordering/Purchasing Functions
  • Serve as primary purchasing agent for department including ordering of office supplies, lab supplies and equipment, general office equipment, etc.
  • Create and manage purchase orders, requisitions, invoices, etc.; place orders with vendors and follow up to resolve problems, ensuring timely delivery
  • Hold departmental Pro-Card and handle Pro-card allocations and reconciliations
  • Monitor expenditures for compliance within approved budget limits and advise faculty and others on policies and procedures related to purchasing and Pro-card
  • Maintain departmental supplies inventory

Day-to-Day Operations Functions
  • Provide administrative support for Department Head, supervisor, and faculty as assigned
  • Perform routine administrative functions including managing office equipment (copier, printers, fax, etc.) and troubleshooting problems; scheduling and coordinating meetings and department-controlled spaces (e.g. conference rooms); taking minutes at faculty and other meetings as assigned; and serving as primary point of contact for facilities issues including distribution of keys
  • Process and maintain administrative records and filing systems, including fiscal and student or participant records
  • Assist faculty with preparation of Travel Web Forms including compiling all necessary documentation and receipts; also assist in making travel arrangements for faculty and others when necessary
  • Act for supervisor and/or Department Head on a wide range of administrative matters as directed
  • Independently compose, prepare, and/or edit a variety of correspondence and reports
  • Independently resolve administrative problems of ordinary difficulty
  • Perform routine updates to department website

Payroll/HR Functions
  • Serve as primary point of contact for student payroll and special payroll, including submitting initial hire paperwork, reporting, and approving time
  • Assist with preparation of offer letters and other required paperwork for all payroll types
  • Assist with Core-CT/SmartHR transactions as needed for all payroll types
  • Assist with coordination of PTR process and associated reporting

Accounting/Finance Functions
  • Provide basic financial reporting for faculty regarding KFS accounts (e.g. current fund balances, encumbrances, etc.)
  • Assist in recording, reconciling, and depositing of cash/checks received in accordance with established cash handling procedures
  • Assist in monitoring budgets and expenditures
  • Assist in preparing and monitoring budgets and in resolving finance-related problems relating to department operations
  • Assist in processing disbursement requests
  • Assist with Foundation accounts including monitoring balances and submitting reimbursement requests

Other
  • Coordinate conferences and special events for Department, individual programs, and alumni including scheduling, managing registrations and attendees, catering, etc.
  • Assist with logistics, travel arrangements, and scheduling for faculty candidates and other visiting guests
  • Other duties and special projects as assigned

Minimum Qualifications
  1. Bachelor's degree or equivalent combination of education and experience including 4-8 years of experience in a progressively responsible administrative support position
  2. Excellent organizational skills and attention to detail
  3. Excellent oral and written communication skills
  4. Experience with business-related fiscal matters
  5. Excellent interpersonal skills and ability to work effectively with the Department/University staff and other individuals and groups
  6. Ability to resolve administrative problems efficiently, effectively, and independently
  7. Excellent knowledge of MS Office applications including Word, Excel, PowerPoint, and Outlook

Preferred Qualifications
  1. Experience working in a higher education setting
  2. Experience working with diverse populations
  3. Event management experience
  4. Experience working in a laboratory, health, or other scientific environment

Appointment Terms

This is a full-time, permanent position. The University offers a competitive salary and outstanding benefits including employee and dependent tuition waivers at UConn, and a highly desirable work environment.

To Apply

Please apply online at www.jobs.uconn.edu. Interested candidates should submit resume and cover letter that demonstrate how they meet the minimum position qualifications and any preferred qualifications you may have. Please also submit the names and contact information (phone and e-mail) for three professional references. Reference search #2017563 in application materials. Screening will begin June 1, 2017.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire. Employment of the successful candidate is contingent upon the successful completion of a pre-employment criminal background check. (Search #2017563).

This job posting is scheduled to be removed at 11:59 p.m. Eastern time on June 1, 2017.

All employees are subject to adherence to the State Code of Ethics which may be found at http://www.ct.gov/ethics/site/default.asp.

The University of Connecticut is committed to building and supporting a multicultural and diverse community of students, faculty and staff. The diversity of students, faculty and staff continues to increase, as does the number of honors students, valedictorians and salutatorians who consistently make UConn their top choice. More than 100 research centers and institutes serve the University's teaching, research, diversity, and outreach missions, leading to UConn's ranking as one of the nation's top research universities. UConn's faculty and staff are the critical link to fostering and expanding our vibrant, multicultural and diverse University community. As an Affirmative Action/Equal Employment Opportunity employer, UConn encourages applications from women, veterans, people with disabilities and members of traditionally underrepresented populations.

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