Job Description

At the University of Wyoming, we value our employees and invest in their success. Our comprehensive benefits package is designed to support your health, financial security, and work-life balance. Benefits include:

Generous Retirement Contributions: The State contributes 14.94% of your gross salary, and you contribute 3.68%, totaling 18.62% toward your retirement plan.
Exceptional Health & Prescription Coverage: Enjoy access to medical, dental, and vision insurance with competitive employer contributions, that include 4 deductible options to suit your needs.
Paid Time Off: Benefit from ample vacation, sick leave, paid holidays, and paid winter closure.
Tuition Waiver: Employees and eligible dependents can take advantage of tuition waivers, supporting continuous education and professional growth.
Wellness and Employee Assistance Programs: Stay healthy with wellness initiatives, counseling services, and mental health resources.
At the University of Wyoming, we’re committed to creating a supportive and enriching workplace. To learn more about what we offer, please refer to UW’s Benefits Summary.

JOB TITLE:

Office Associate, Senior

JOB PURPOSE:

Perform complex administrative/management support tasks with discretionary authority; independently make decisions that substantially impact operations within and outside designated unit/program; administratively supervise comprehensive office operations and support staff for department/unit.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Frontline Communication & Support
Serve as the main contact for all STE-related inquiries via phone, email, Zoom, and in-person.
Provide program information for undergraduate, graduate, master's, PhD, and EdD students.
Support faculty, staff, adjuncts, and GA’s with logistics, communication, and problem-solving.
Maintain and update department listservs, respond to inquiries, and direct stakeholders as needed.
Program & Student Services
Assist with student admissions through Salesforce, send decision letters, and advise students and faculty.
Oversee scholarship processes for undergraduate and graduate students, using WyoScholarships and AcademicWorks.
Help students with course selections, program requirements, and coordinate overrides and background checks.
Support faculty and students with graduate paperwork and ensure accurate submission and approval.
Administrative & Operational Support
Manage STE and Curriculum & Instruction websites, ensuring all information is current and accurate.
Schedule meetings, coordinate room reservations, Zoom links, and handle catering and lodging needs.
Order office supplies, classroom materials, cleaning supplies, and graduation regalia as needed.
Maintain stock of promotional items and faculty support resources (e.g., toner, paper, printer supplies).
Budget & Purchasing
Oversee and reconcile STE and travel P-Cards; assist with purchases, contracts, memberships, and honorariums.
Assist with faculty travel budgets, conference fees, lodging, and vehicle rentals.
Support grant and endowed fund management and ensure purchases comply with university policies.
Deposit funds and process financial forms in coordination with the Director of Business Operations.
Course & Faculty Support
Support course scheduling each semester, including room reservations and instructional support.
Assist with adjunct and GA onboarding, access to course shells, textbooks, and materials.
Coordinate faculty evaluations, tenure, reappointment, and promotion processes, ensuring confidentiality and accuracy.
Technology & Resource Coordination
Collaborate with IT to acquire software, computer equipment, and troubleshoot faculty/staff needs.
Maintain organized records via SharePoint, Dropbox, and WyoCloud for departmental access and reference.
Support faculty in using Verba for textbook orders and assist with bookstore coordination.
SUPPLEMENTAL FUNCTIONS:

Provide on-demand support for faculty, staff, or department head requests to ensure office continuity.
Act as point of contact for faculty candidate searches: coordinate travel, lodging, schedules, interviews, room bookings, and faculty meetings.
Participate in hiring processes and onboarding for new office associates; train on systems, processes, etiquette, budget, and department operations.
Support daily operations under minimal supervision and make independent decisions impacting STE.
Initiate and propose office improvements to enhance efficiency and function for the department.
Maintain updated records of faculty office hours, computer rotations, travel information, and shared office space (McWhinnie 300).
Manage and archive course syllabi via SharePoint for departmental access.
Collaborate on staff training materials, tutorial videos, and resource development for STE and C&I.
Oversee C&I’s WyoScholarship travel award ($250 per semester), manage scholarship exceptions, and complete worksheet documentation.
Assist in maintaining and verifying course schedules each semester to ensure accuracy.
Support graduate and College of Education scholarship processes as needed.
COMPETENCIES:

Analysis/Problem Identification
Attention to detail
Consistency
Individual Leadership
Initiative
Quality Orientation
Work Prioritization & Management