Position Number: 003480
Department: University College (Adm)
Employment Type: Permanent - Full-time
Months Per Year: 12
Essential Duties and Responsibilities:
Program Knowledge - includes acceptable interpretations, applications, and allowable exceptions of written policies and procedures. Requires knowledge of organizational structure, functions, and services, programs, office procedures, and practices.
Maintains comprehensive, up-to-date knowledge of university policies and procedures across human resources, purchasing, travel, and academic support functions to ensure compliance and operational consistency across all supported units.
Independently develops, documents, and refines operational policies and procedures in collaboration with Directors and professional staff, ensuring alignment with institutional guidelines and the needs of the shared services model.
Oversees day-to-day operations across supported units by assessing incoming work, distributing tasks to appropriate staff based on capacity and expertise, and monitoring follow-through to ensure timely and accurate completion.
Manages bandwidth across the shared services model by anticipating workload fluctuations, proactively adjusting task distribution, and communicating capacity constraints or risks to the Assistant Dean and University Transfer and Adult Student Center Director.
Monitors operational efficiency across supported units, identifying workflow bottlenecks, redundancies, or gaps, and developing solutions or procedural adjustments to improve service delivery and resource utilization.
Tracks the status of ongoing projects and operational tasks, maintaining visibility into progress, deadlines, and dependencies across units, and escalating concerns as appropriate.
Coordinates the completion of forms, documentation, and compliance requirements across units to ensure institutional adherence to applicable policies, regulations, and deadlines.
Manages and monitors all financial activity across the budgets of supported units, including the University Advising Center and the University Transfer and Adult Student Center and related programs, ensuring expenditures remain within approved allocations.
Independently identifies, investigates, and resolves budgetary and transactional discrepancies, including over-expenditures, incorrect account coding, delayed or missing purchases, and other financial inconsistencies, and recommends corrective action as needed.
Reconciles P-Card expenses on a monthly basis in accordance with deadlines established by Financial Services, ensuring accurate coding and documentation for all transactions.
Initiates and manages procurement requests through 49erMart and other approved purchasing systems to support operational and programmatic needs across multiple units; oversees the full lifecycle of orders, including invoicing and receiving.
Processes travel authorizations, reimbursements, and related financial documentation in compliance with university policies and procedures for all team members within supported units.
Applies advanced knowledge of institutional financial policies and procedures to ensure proper processing of purchases, reimbursements, travel, and P-Card transactions; independently researches and interprets guidance from Financial Services and unit-level procedures as needed.
Problem Solving - Independently resolves and/or develops recommendations for unprecedented issues and problems. Problem resolution requires some interpretation of policy and procedures. Serves as a resource for others in resolving unprecedented, non-standard issues and problems. Assumes responsibilities for and manages the results of decisions. Coordinates and facilitates solutions with other work units.
Applies advanced knowledge of University College and university-wide business practices, policies, and procedures to independently resolve routine and non-routine operational, financial, and programmatic issues across supported units.
Evaluates complex or unprecedented issues by interpreting applicable policies, engaging relevant campus partners (e.g., Financial Services, HR, Registrar, Financial Aid, and other colleges), and developing and implementing appropriate solutions with minimal direction.
Identifies recurring operational problems and leads the development or revision of procedures, training materials, and reference guides to prevent recurrence and strengthen service delivery over time.
Develops and maintains policy and procedure manuals and detailed operational reference guides to support consistent practice and staff training across all supported units.
Serves as a primary resource for professional staff when navigating non-standard situations, providing guidance grounded in institutional policy and escalating matters when appropriate.
Office Technology - Integrates varying software applications and systems for information and record purposes
Coordinates data report generation for the Assistant Dean by aggregating information from multiple systems, ensuring accuracy and completeness, and delivering reports in formats that support informed decision-making.
Runs reports through Report Central, Connect, Banner, and Slate to compile and analyze data related to student employment, budgets, program operations, and advising functions; organizes and presents data using Google Suite and Microsoft Office.
Completes and submits electronic personnel actions and onboarding documentation using NinerWorks to support timely hiring processes for student preceptors and professional staff.
Develops and deploys online forms to support program services and departmental procedures across assigned University College units, including, but not limited to, the internal intended change of major process and the external student program change process.
Maintains accurate and current records across multiple administrative systems, ensuring data integrity related to student employment, budgets, and program operations.
Supports all University College programs through proficient use of technology platforms including Zoom, Google Suite, Connect, Banner, Canvas, Concur, Slate, and Microsoft Office.
Acts as secondary approver in web time entry for all student team members within supported units.
University Advising Center websites to ensure content is accurate, accessible, and aligned with current programs and services.
Verbal/Interpersonal Skills - Interprets guidelines, answers inquiries, and advises others regarding process, services, and operations as applied to non-standard situations. Communicates expectations to other employees, which may include formal/informal training.
Communicates University College and campus policies, procedures, and operational guidelines to students, student employees, and professional staff, ensuring accurate understanding and consistent application across standard and non-standard situations.
Facilitates formal and informal training for professional team members on policy changes, procedural updates, and system processes, translating complex information into accessible, actionable guidance.
Develops and maintains comprehensive training and reference materials that support onboarding, ongoing staff development, and operational consistency across supported units.
Serves as a primary point of contact for inquiries related to program processes, student services, and administrative operations, providing clear and accurate guidance to students, families, and campus partners.
Coordinates office communications, including email outreach to new and current students, and manages other communication channels on behalf of assigned University College units.
Minimum Experience / Education:
Required Minimum Qualifications:
Graduation from high school and one year of related office experience; or an equivalent combination of education and experience.
Note: Some state job postings state that you can qualify by an 'equivalent combination of education and experience.' If that language appears above, then you may qualify through EITHER years of education OR years of directly related experience, OR a combination of both.
Preferred Education Skills and Experience:
Budgeting experience; reconciliation process experience
Knowledge of University technology platforms (Microsoft Office, Google Workspace, EAB /Connect, Ellucian Banner, 49er Mart, Report Central, Concur)
Office administration experience (preferably in higher education)
Excellent communication and organizational skills.
