Office Associate - Program Development

Buffett Early Childhood Institute   Omaha, NE   Full-time     Administration / Clerical
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Posted on September 27, 2020

Office Associate

Job Overview
The Office Associate position is responsible for providing administrative support for the Buffett Early Childhood Institute. Specific support will be provided to the Program Development unit.

Buffett Early Childhood Institute Profile
Envisioned as a new model for how public higher education is engaged in the first years of life, the
Buffett Early Childhood Institute (https://buffettinstitute.nebraska.edu) is a four-campus, university-wide, multidisciplinary research, education, outreach, and policy institute of the University of Nebraska committed to helping transform early childhood development and education in Nebraska and across the nation. The long-term goal of the Institute is to be a leading center where scholars, practitioners, community members, and policymakers collaborate to advance a unified approach that can improve the lives of young children and families and the systems that support them.

Applicants should note that the goals of the Institute are university-, state-, and nation-wide, but the location of the Institute administration is in Omaha. This position will work primarily out of the Omaha office.

Job Responsibilities
This section describes major responsibilities for the position but is not an exhaustive or exclusive statement of duties, responsibilities, or requirements. Employees may be required to perform other job-related instructions as requested.

Administrative Support (100%)
Calendaring and Logistical Support
" Schedule, coordinate, and provide on-site assistances for meetings.
" Provide support in maintaining calendars. Includes contacting and confirming appointments with internal and external partners.
" Proactively coordinate arrangements and tasks on behalf of leadership/unit (e.g., room reservations, confirmation emails, working lunch, folders for filing, and materials for meetings).
" Maintain calendar of unit activities.
" Prepare meeting agendas and provide note-taking as needed.
" Assist in management of unit workflow.
" Maintain resource library and materials.
" Assist unit staff in communicating with partners and other constituents.
Travel Support
" Prepare and confirm travel arrangements (including airline, hotel, ground transportation, vehicle rental reservations, conference, and meal reservations).
" Assist in processing expense reimbursement forms; events, travel and non-travel expenses including mileage.
" Coordinate travel and logistics for outside personnel as indicated.
Event Planning
" Assist communications unit with logistical planning for Institute events especially as they pertain to the work of the unit. This may include but is not limited to venue and supplier coordination, on-site support, and coordination of mailings and event materials as needed.
" Coordinate with events manager for the reservation of conference and meeting spaces and liaison with venues, vendors, and suppliers to provide accurate and sufficient coverage of attendee needs. Implement "run of show" as needed for events.
" Collaborate with Communications staff for the production or preparation of informational materials needed for events.
" Follow up with vendors and outside the Institute as appropriate and needed by unit consistent with Institute policies and procedures.

Business Operations Support
" Receive and prepare expense reimbursement forms, and travel and non-travel expenses including mileage as requested.
" Assist Institute leadership with tracking unit expenditures and managing budgets.
" Assist Institute leadership with preparing and tracking grants.
" Assist Institute leadership and staff with unit project management activities.

General Office Duties
" Coordinate, order, and purchase office supplies and materials for unit and/or Institute needs.
" Share responsibility for backup coverage to the receptionist (as needed during lunch breaks, etc.), ensuring that guests are greeted in a professional manner and assist in maintaining the business office
" Support other Institute office associate(s) and units, as needed.
" Assist in supporting the hiring and onboarding process of new staff.
" Copy and print documents as needed.
" Responsible for maintaining an office filing and cloud BOX filing system in compliance with Institute policies and records retention and disposition schedule.
" Perform other duties as assigned.

Required Qualifications
" Two-year postsecondary education or associate degree with four years of progressive administrative office experience demonstrating significant responsibility
" Self-starter and capacity to solve problems with minimal supervision
" Knowledge of office management and proficiency with Microsoft Office applications (Word, Excel, and PowerPoint)
" Ability to handle multiple projects and timelines is necessary
" Experience in web/internet research and navigation

Preferred Qualifications
" Bachelor's degree
" Experience in a child care, public school district, university, or postsecondary education institution
" Bilingual
" Knowledge of the University of Nebraska
" Experience with University of Nebraska systems and applications
" Advanced knowledge of Microsoft Word, Excel, and other Microsoft Office applications
" Experience with project management
" Prior experience providing support for director-level positions

An equivalent combination of education and experience from which comparable knowledge and abilities can be acquired may be considered.

The University of Nebraska is an Affirmative Action/Equal Opportunity Employer and participates in E-Verify. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, disability, gender identity, sexual orientation or protected veteran status.