Administrative Services Assistant 3 (UCP 4)

Location
Storrs, CT
Posted
Sep 30, 2017
Institution Type
Four-Year Institution
Job Title: Administrative Services Assistant 3 (UCP 4)
Job ID: 2018178
Location: Storrs Campus
Full/Part Time: Full-Time
Regular/Temporary: Regular

Job Posting

The Institute of Materials Science is seeking applicants for a full-time Administrative Services Assistant (UCP 4) for the University of Connecticut. The Institute of Materials Science is an interdisciplinary Institute with a threefold mission fostering education, research and outreach in all areas of the materials sciences. Under the direction of the Assistant Finance Director of the Institute, the incumbent will provide responsible administrative support to the Director, Associate Director, Assistant Finance Director and the Institute of Materials Science as a whole.

DUTIES AND RESPONSIBILITIES
  • Provide necessary administrative support to the Director, Associate Director, and Finance Director within the Institute of Materials Science; process reimbursements and other paperwork, faxing, and other administrative matters.
  • Manage calendar, correspondence and other various communications on behalf of the Institute Director (as instructed); coordinate meeting requests and manage schedule conflicts; make appointments as requested.
  • Serve as the face of the Institute in communications with the community to include, faculty, staff, students, outside constituents, and other university departments/units/officials, which may include disseminating information on policy updates and other key information.
  • Respond to requests for information from faculty, staff, and other campus administrators and provide assistance in solving a wide variety of problems that require interpretation, judgement and initiative.
  • Serve as Institute resource to individuals and groups on matters relating to the Institute activities and on matters relating to administrative policies, procedures and activities.
  • Serve as a resource for Institute visitors, schedule and coordinate visits with outside companies and individuals, which may include arranging lodging and conference.
  • Disseminate and serve as a resource on Payroll and HR matters and related information and serve as a unit resource for questions.
  • Process all necessary paperwork as it relates to various types of employment transactions, including the processing of temporary employees (student labor/special payroll) employment paperwork and the associated Smart HR Transaction, including time card processing for the department and faculty members. (Approve Student Employee and Special Payroll Employee Time Cards).
  • Initiate and process personnel searches, (including student labor, professional, classified, and other) on behalf of the Institute, including drafting of necessary documents, scheduling of interviews, arrangements of employment offers and serve as liaison with Human Resources, ODE and other administrative offices regarding search procedures, remaining cognizant of confidentiality.
  • May need to prepare and submit H-1B visa petitions and J-1 visa requests; serve as liaison with the International Student and Scholar Services for J-1 visas, and the Office of General Counsel for H-1B visas; serve as resource on H-1B visa issues for IMS.
  • Coordinate and process travel, out of pocket reimbursements, honorariums, fellowships, catering orders for various events, and other related fiscal documents for various faculty, staff, and outside visitors.
  • Serve as the public relations coordinator for the Institute, disseminating important and timely information in a clear fashion.
  • Respond to requests for information from faculty, staff, and other campus administrators and provide assistance in solving a wide variety of problems that require interpretation, judgement and initiative.
  • Coordinate meetings/conferences, and assist visitors and process any necessary paperwork.
  • Process Foundation disbursements, updating the Director on alumni gifts to Institute Foundation account(s).
  • Prepare annual and periodic reports for supervisor.
  • Perform related duties as required.

MINIMUM QUALIFICATIONS
  1. Bachelor's degree or equivalent combination of education and experience
  2. 4-8 years' experience in a progressively responsible administrative support position
  3. Demonstrated ability to work independently and regularly exercise judgment regarding a wide variety of administrative details and procedures.
  4. Excellent interpersonal skills and ability to work effectively with department/University staff and other individuals and groups.
  5. Strong writing and communication skills.
  6. Ability to resolve administrative problems efficiently, effectively and independently.
  7. Display strong organizational skills.

PREFERRED QUALIFICATIONS
  1. Experience working in a higher education setting.
  2. Strong computer and technical skills including experience with Microsoft programs.

APPOINTMENT TERMS

This is a full time permanent position, with excellent healthcare and retirement benefits package. The anticipated salary is low to mid 40's or will be based on experience.

TO APPLY

Please apply online at UConn Jobs, at www.jobs.uconn.edu, Staff Positions. For full consideration, please upload a well-written letter outlining your qualifications for the position, resume and a list of 3 professional references and their contact information. Screening will begin immediately and the search will remain open until a suitable candidate is found. Priority will be given to applications received by October 9, 2017. Employment of the successful candidate is contingent upon the successful completion of a pre-employment criminal background check. (Search # 2018178).

This job posting is scheduled to be removed at 11:59 p.m. Eastern time on October 13, 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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