JOB
The Office Professional IV for Success Advising will assist the Director by overseeing all student- and customer-facing operations, responding to student and other customer needs in real-time, while providing administrative support to the entire department. This position provides direct supervision to student employees (Operations Assistants) responsible for carrying out student- and customer-facing operations duties.
This position will coordinate daily office functions, including purchasing, inventory management, calendar maintenance, equipment maintenance, and check-in services for students and guests within the Success Advising Center. Responsibilities will also include communicating with the entire department, planning and organizing events, and coordinating travel when necessary.
This position will manage multiple budgets, including planning, documenting, monitoring, and reconciling funding expenditures for the entire department. They will work to monitor and prepare annual and monthly budget reports while adhering to all budget policies and processes.
This position will support the entire department in ensuring the proper setup, use, and support of university technology and platforms that the department consistently utilizes.
EXAMPLE OF DUTIES
Provide management oversight for all student/customer-facing operations in the SAC: - 60%
Assist the Director by managing routine center operations
Determine best practices for the front-end operations of the SAC to serve more than 30,000 in-person visitors, along with over 20,000 phone calls and emails; responsible for assessing, analyzing, and making optimizations to best serve SAC constituents.
Coordinates and carries out UCM and SAC policies and procedures
Responsible for accurately communicating operational policies & procedures in a timely manner to SAC personnel to ensure a coordinated team effort
Responsible for managing first impression to all SAC visitors, both in-person and virtual
Responsible for resolving all routine operational issues and concerns
Manages the calendaring system for over 50 personnel who take appointments in the SAC.
Hires, trains, and supervises the Operations Assistants needed to carry out SAC operations in an efficient manner
Assists the Director by coordinating on-boarding and off-boarding for all full-time, part-time, and student personnel in the SAC
Coordinates all SAC Special Events logistics with appropriate campus partners
Serves as the Administrative Assistant to the Director
Maintain office calendar, monitor deadlines
Maintain office equipment and furniture inventory
Provide support for technology to the entire department - 25%
Manages the student success academic wellness checks for all of UCM’s undergraduate students each semester
Coordinates all academic alerts and cases with the appropriate success advising/coaching team
Manages all SAC technology needs to ensure all systems are available and operating properly to facilitate serving students in the most efficient manner
Provides analysis, support, and training for all SAC technologies
These systems include, but are not limited to: Banner, Slate, Achieve, Argos, MyCentral, 25Live, Google Apps, UCM-Market, network, and telecommunications.
Serve as the SAC Budget Analyst/Coordinator: - 15%
Manage purchasing activities. Coordinate purchase of consumables and equipment.
Coordinate purchase of software licenses, laboratory instruments, and teaching equipment.
Provides management oversight of budget
Analyzes expenditures as they relate to the SAC mission
Coordinate budget actions with on- and off-campus entities.
Prepare budget summaries
Process payment requests
Oversee the SAC procurement card program
Ensure accurate accounting procedures for budget management
Coordinates SAC contracts, agreements, and other obligations with Office of Procurement and Materials Management, and the Office of General Counsel
SUPPLEMENTAL INFORMATION
Physical/Environmental Factors:-
Lifting (weight) - 20 lbs.
Supervisory Responsibilities:-
Student Employees, including Graduate Assistants - 10
Budget Responsibilities: