Office Professional IV

1. Provide administrative support to include: plan, document, and monitor budgets. Provide financial guidance to the department chair and faculty regarding the status of accounts and approval expenses. Prepare weekly, monthly, quarterly, and annual budget reports and reconciliation as requested. Administer office budget policies and procedures. Invoice customers and deposit revenue into appropriate accounts.

2. Serve as Office Manager, to include: coordination of office calendars and deadlines, purchasing, inventory, and equipment maintenance. Hire, train, and supervise student employees, if necessary. Determine the best practices for the office.

3. Function as a customer relations specialist, to include: providing information about the department, advising students of enrollment and admission procedures, promoting programs to prospective students, and responding to non-routine written and verbal inquiries. Ensure connectivity to all technical-based services for all users by performing routine computer corrections, as directed; remain knowledgeable of changes in technology and be familiar with program capabilities.

Be able to assist students.

4. Provide administrative support to the department chair and faculty to include: scheduling appointments, meeting rooms, and extracurricular use of classrooms and space, creating and distributing correspondence, making travel arrangements, and monitoring and assisting with special projects. Serve as the resource referral person in the Chair's absence. Assist in coordinating on and off-campus events to include in-service, luncheons, receptions, etc.

• Plan, document, and monitor the fiscal year budgets for the school and its seven programs (6 BS degrees, 2 MS degrees, 4 minors, 5 undergraduate certificates, 2 graduate certificates, and 1 cooperative PhD program, including general operations, revenue shares, grand funds, and foundation accounts. Generate budget amendments and reconcile all disbursements and income transactions in each.
• Provide financial guidance to the Chair regarding the approval of expenses.
• Prepare monthly and annual budget reports for the Chair, and others as requested.
• Collaborate with Accounting Services and/or the Budget Analyst to create new accounts and/or to resolve budget-related problems.
• Administer and enforce department budget policies and procedures. Identify process and/or procedure problems.
• Monitor foundation accounts and scholarship accounts, oversee correspondence to donors, monitor budget, prepare required paperwork, forward paperwork for signature and commitment of funds, invoice customers, and deposit revenue into appropriate account(s).
• Monitor and follow guidelines for Technology and Course-Consumable fees, ensuring fees are updated per University committee guidelines.
• Assist principal investigators in the administration of grants, tracking all expenditures and other necessary information. Assist in the preparation of grant reporting documents.
• Assist faculty in the preparation and submission of grant application documents and in the management of internal and external grants.

• Order all office supplies for department and enter requisitions through Banner.
• Create and/or update brochures, announcements, and evaluations for various department-sponsored functions.
• Schedule appointments for the Chair.
• Type and distribute correspondence, handouts, reports, letters, memos, etc.
• Collect data from various sources and compile information into reports to include but not limited to Argos.
• Process room requests through Meeting and Conference services in 25
  
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• Assist with arrangements for various social and scholarly functions within the department, including 5 advisory board meetings and the annual awards reception.
• Greet and assist all in-person and telephone customers.
• Respond to routine inquiries; refer complex inquiries to the appropriate person.
• Send information to external customers, as directed.
• Retrieve and respond to voicemail messages.
• Receive, prioritize, and route incoming mail.
• Annually update programs and list of degrees offered.
• Prepare monthly BPC reconciliation (credit card) for all faculty within the department.
• Prepare weekly, monthly, quarterly, and/or annual budget reports to the Chair. Administer and enforce department budget policies and procedures. Identify process and/or procedure problems.
• Monitor foundation scholarship accounts, coordinate scholarship awards and post in Scholarship Finder.
• Schedule meetings and appointments for the chair and other faculty as requested.
• Coordinate, schedule, and/or prepare change requests for room assignments, class schedules, seminar, and special events.
• Assist with preparation of internal and external review documents including materials for accreditation and curriculum changes.
• Complete appropriate paperwork and track…