Office Associate / Receptionist

Buffett Early Childhood Institute   Omaha, NE   Full-time     Administration / Clerical
Posted on September 15, 2022
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Office Associate / Receptionist

Job Overview
The Office Associate/Receptionist position is responsible for providing administrative support for the Buffett Early Childhood Institute. Specific support will be provided to the Operations 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 ( 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 job description is not to be considered an exhaustive or exclusive statement of duties, responsibilities, or requirements. Employees may be required to perform other job-related instructions as requested. This list describes major responsibilities to support the Buffett Institute by aligning editorial content strategy and writing to the Institute goals:

Administrative Support (80%)
Calendaring and Logistical Support
• Schedule, coordinate, and provide logistical support for meetings.
• Greet and direct visitors to relevant staff and/or conference room.
• Receive phone calls for main Institute phone line. Respond to voice mail messages, email inquiries, and relay messages to staff promptly.
• Maintain cleanliness in common areas of the office suite.
• Sort and deliver mail and packages to staff.

Travel Support
• Prepare and confirm travel arrangements for staff and visiting personnel (including airline, hotel, ground transportation, vehicle rental reservations, conference, and meal reservations).
• Prepare and submit expenses for reimbursement.

Business Operations Support
• Assist financial specialists with tracking general operational expenditures.
• Coordinate internal newsletter submission for the Operations unit.
• Assist with creation and maintenance of operational process documentation, and revisions in Institute's document repository.

Facilities Support
• Monitor, order, and restock office supplies. Perform inventory review, and flag usage concerns.
• Issue/deactivate keyless entry fobs and update tracking documentation.
• Enter facilities maintenance service tickets and provide updates on progress and completion.
• Human Resources Support
• Assist in supporting the hiring and onboarding process of new staff. Prepare onboarding materials.
• Maintain objects on loan entry and updates as directed by Operations Coordinator.
• Maintain staff information (e.g., birthdays, Institute service anniversaries, contact information).

General Office Duties (20%)
• Support other Institute office associate(s) and units, as needed.
• Copy and print documents as needed.
• Perform other duties as assigned.

Required Qualifications
• High school diploma
• Two years of administrative office experience
• Demonstrated proficiency with Microsoft Office applications (Word, Excel, and PowerPoint)
• Demonstrated effective verbal and written communication skills with attention to detail

Preferred Qualifications
• Two years of post-secondary education or an associate degree
• Experience in a public school district, university, or postsecondary education institution
• Bilingual
• Experience with University of Nebraska systems and applications

An equivalent combination of education and experience from which comparable knowledge and abilities can be acquired may be considered.
The ideal candidate is an energetic self-starter who can working through complex issues and problem-solve with minimal supervision; shows judgment to seek supervision and/or input from others when necessary; a resilient learner who demonstrates attention to detail, professional discretion, and confidentiality; has experience in a university or post-secondary education institution; proven ability to handle competing priorities with deadlines; and experience with web/internet research and navigation.

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.