Office Professional III

Description

1. Serve as the Office Professional for Business Administration (BA) under the administrative guidance of the associate dean to ensure fiscal accuracy, to ensure that BA related expenditures do not exceed the allocated budget, to include monitoring the status of all BA accounts and preparing financial documents (reimbursements, invoices, deposits, requisitions, etc.) for BA activities and entities in accordance with the university's fiscal policies.

2. Function as the BA Co-Office Manager with the other BA OP to keep the BA office operations organized and running efficiently, to include coordination of office calendar so to track program, college and university deadlines relevant to BA programs; store, organize and manage information; keep office supplies in stock; inventory and maintain BA equipment and facilities; and hire, train and supervise student office employees.

3. Provide a high standard of customer service and function as a customer relations specialist to serve as one of the first points of contact to the BA, to include greeting all visitors and directing constituents to appropriate school or campus resources.

4. Provide administrative support to the program coordinators, faculty, students and other constituents to ensure the school is meeting the needs of its supporters and community, to include creating and maintaining the class schedule, scheduling appointments and special events, assisting with travel arrangements, and supporting school daily operations.

• Monitor the status of all school accounts including the general operating accounts, UCM Foundation accounts, student technology fee accounts, as well as special accounts to ensure fiscal accuracy and expenditures do not exceed the account’s allocated budget.
• Responsible for requesting budget changes, submitting interdepartmental transfers, requesting payments, processing appropriate budget forms, and obtaining approval for budget transactions in a timely manner and according to university fiscal policy.
• Manage travel expense processes as needed, confirm compliance with UCM fiscal policy, process according to UCM fiscal policy and process other travel related expenditures, e.g., bus or van rental in a timely manner.
• Manage school Business Procurement Cards in a timely manner and according to university fiscal policy.
• Manage programs’ purchasing of office and operating supplies, e.g., copy paper, organizational memberships, in a timely manner and according to university fiscal policy.
• Coordinate with the program coordinators to create a complete and accurate annual list of students eligible for school scholarships. Provide support to the scholarship selection committee, as well as liaison with the UCM Foundation to confer awards in a timely manner and according to each scholarship’s requirements.
• Prepare budget reports for the dean and program coordinators as requested. Administer and enforce budget policies and procedures. Identify process and/or procedure problems.

• Keep the main BA office organized and running efficiently.
• Maintain a shared BA calendar to ensure meetings and events are listed accurately.
• Monitor and apprise the appropriate entity of program, college and university deadlines.
• Manage all school correspondence daily, including postal mail, campus mail, and electronic correspondence.
• Maintain all school administrative and student files in an organized and conventional system.
• Serve as the point of contact for BA related emergencies.
• Proactively and reactively monitor and serve as point of contact for office equipment, e.g., copy machines and printers, to ensure all are available and ready for daily use. Maintain current service contracts on office equipment.
• Proactively and reactively monitor and serve as point of contact for consumable office supplies, e.g., copy paper, pens, notepads, etc. to ensure all are available and ready for daily use.
• Proactively and reactively monitor and serve as point of contact for other school maintenance/facilities needs, e.g., furniture repair, burned out…