Requisiton DetailsTo create a Posting, first complete the information on this screen, then click the Next button or select the page in the left hand navigation menu. Proceed through all sections completing all necessary information. To submit the Posting, you must go to the Posting Summary Page by clicking on the Next button until you reach the Posting Summary Page or select Posting Summary Page from the left navigation menu. Once a summary page appears, hover your mouse over the orange Action button for a list of possible approval step options.GENERAL REQUISITION INFORMATION EEO Statement: The University of Nebraska does not discriminate based on race, color, ethnicity, national origin, sex, pregnancy, sexual orientation, gender identity, religion, disability, age, genetic information, veteran status, marital status, and/or political affiliation in its education programs or activities, including admissions and employment. The University prohibits any form of retaliation taken against anyone for reporting discrimination, harassment, or retaliation for otherwise engaging in protected activity. Read the full statement.Job Title Office Associate Job Grade AB13H Division Academic Affairs College/Dept STEM TRAIL Center Department STEM Center Requisition Number 2024-00329 FTE (full-time equivalency) 100 Work Schedule M-F 8-4 PM Does the position provide the opportunity to work Remotely/Telecommuting? No remote/telecommute opportunity Appointment Term 12- 12/12 months Is this position essential personnel according to the inclement weather policy? No Pay Information 37,600-56,400 Pay Schedule Hourly FLSA Designation Non-Exempt Position Summary The STEM TRAIL Center creates innovations in formal and informal STEM education. Therefore, the center supports active programs and research on STEM pedagogy, curriculum development and implementation, diffusion of best-practices, workforce development, and other areas that lead to innovations in STEM teaching and learning throughout the Omaha area. The Center's office associate helps support staff, affiliated faculty, students, and community working groups on projects, strategic initiatives, and events aligned with these goals. The office associate is the front face of the Center and provides administrative support, personnel processing, budget and financial administration, schedule coordination, and basic communications support.The administrative duties for this position include but are not limited to the following: providing a welcoming environment for individuals contacting the Center in person, by phone, by email or by another form of communication; maintaining records through retrieving, retaining, storing, compiling, coding, updating, distributing, and destroying files as appropriate; administering keycard access and key assignments; inventorying and ordering office supplies; ensuring office equipment is in working order; serving as a liaison with Facilities and service contract providers to ensure timely repairs and maintenance of facilities and equipment; providing clerical assistance to Center staff and leadership; and other administrative duties as directed by the Center director.This position will also be responsible for personnel processing for Center activities such as funded grants projects. These duties include but are not limited to the following: posting requisitions and advertising for staff and students; monitoring applications; arranging travel accommodations; assisting new hires with onboarding; preparing PAFs for staff, student workers, and volunteers; preparing employee paperwork for pause, separation, and rehire; and other personnel processing duties as directed by the Center director.The office associate will work with the Center director to ensure the proper budget and financial administration of the Center, to include the following duties: assisting faculty and staff in preparing travel authorizations, travel-related expense reimbursements, non-travel reimbursements, including honoraria; following-up for timely receipt of reimbursement; processing expense reimbursements, deposits, and other financial documentation; keeping records of forms submitted; preparing budget-related documents for review and approval; handling procurement and purchasing needs of the Center, such as setting up vendors, purchasing, processing purchase orders, etc.Finally, the office associate will provide basic communications and coordination services to Center faculty and staff to include the following: setting up meetings; coordinating events, activities, and projects with the Center's project coordinator; maintaining the Center director's schedule; assisting with website edits; maintaining the biweekly Center newsletter and social media accounts in coordination with staff and faculty; and preparing communications such as flyers, graphics, etc. using university and Center branded templates.This position requires independent judgment; the ability to prepare documents with minimal instruction; will make decisions based on broad general guidelines; and have excellent abilities at micro and macro-level communication with private, state, and campus entities.This position is grant-funded with renewal on an annual basis depending on funding. The Center has recently secured grants to support this position for 1 year with the expectation of continued funding. The STEM TRAIL Center recently moved into a new 8,400 sq. ft. facility in the renovated plaza level of Roskens Hall and a renovated 10-meter diameter fixed dome planetarium in Durham Science Center. Facilities include 4 new innovative classrooms, a large event space, secure interview facilities for qualitative education research, and offices for center staff and associates.Job Duties Responsibility Area: Administrative Support Duties:
- Provide a welcoming environment for individuals contacting the Center in person, by phone, by email or by another form of communication
- Maintain records through retrieving, retaining, storing, compiling, coding, updating, distributing, and destroying files as appropriate
- Administer keycard access and key assignments
- Keep inventory and order office supplies
- Ensure office equipment is in working order; serve as a liaison with facilities and service contract providers to ensure timely repairs and maintenance facilities and equipment
- Provide clerical assistance to Center staff and leadership
- Other administrative duties as directed by the Center director
Percentage Of Time 40 Essential Function: Yes Responsibility Area: Personnel Processing Duties:
- Post requisitions and advertising for staff and students
- Monitor applications
- Arrange travel accommodations
- Assist new hires with onboarding
- Prepare PAFs for faculty, staff, student workers, and volunteers
- Prepare employee paperwork for pause, separation, and rehire
- Other personnel processing duties as directed by the Center director or project PIs for Center supported grants
Percentage Of Time 20 Essential Function: Yes Responsibility Area: Budget and Financial Administration Duties:
- Assist faculty and staff in preparing travel authorizations, travel-related expense reimbursements, non-travel reimbursements, including honoraria
- Follow-up for timely receipt of reimbursement
- Process expense reimbursements, deposits, and other financial documentation
- Keep records of forms submitted
- Prepare budget-related documents for review and approval
- Handle procurement and purchasing needs of the Center and project PIs, such as setting up vendors, purchasing, processing purchase orders, etc.
- Assist grant-funded project PIs with budget management post-award
Percentage Of Time 20 Essential Function: Yes Responsibility Area: Coordination and Communication Duties:
- Set up meetings
- Coordinate events, activities, and projects with the Center's project coordinator
- Maintain the Center director's schedule
- Assist with website edits
- Maintain the biweekly Center newsletter and social media accounts in coordination with staff and faculty
- Prepare communications such as flyers, graphics, etc. using university and Center branded templates
Percentage Of Time 20 Essential Function: YesRequired and Preferred Qualifications Required Education High school education or equivalentRequired Experience At least two years of relevant experienceRequired License/Certification NARequired Additional Qualifications: NAPreferred Education Associate degree or higherPreferred Experience Experience with informal and/or formal education programming; experience providing administrative support to large, complex projects with multiple stakeholders; event planning experience.Preferred License/Certification NAPreferred Additional Qualifications: NACompliance Requirements Credit Check Yes Motor Vehicle Licensing Validity Check No Pre-employment Physical Request and Assessment No Drug Screen No