University of Wyoming Looking for Office Associate – UW Extension (220332) Full Time

Job Description

The University of Wyoming invites diverse applicants to consider our employment opportunities.  We are also especially interested in candidates who have experience working with diverse populations and/or diverse initiatives.

JOB TITLE:

Office Associate

JOB PURPOSE:

Provide support for Extension programs in Laramie County. Perform office and administrative/management support tasks. 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Perform special projects, as directed.
• Office Administration: Provide program & educator support and office management. Work collaboratively with the Office Associate Senior to ensure educators have the appropriate support and resources for their programs. Balance changing and competing needs for resources..
• Customer Service: Receive walk-in visitors & direct to appropriate person. Answer and direct phone calls. Take & deliver messages. Respond to mailed, emailed, and faxed inquiries from clients. Investigate and report on concerns from customers and stakeholders.
• Accounting/Billing: Manage & reconcile office/program budgets. Submit invoices to be paid. Collect and deposit fees. Submit and reconcile expense reports.
• Contact Management: Manage mailings. Follow-up with potential program participants and/or volunteers. Input and maintain contact, scheduling, and participation data for program participants/volunteers/speakers. Prepare directories, mailing lists, etc.
• Marketing, Recruiting, and Publications: Produce publications – flyers, brochures, postcards, newsletters. Distribute marketing materials. Create and maintain websites and social media sites. Maintain marketing displays. Maintain UW event calendar.
• Event Logistics and Data Management: Create, maintain, and file program documents/materials. Manage program planning logistics. Make travel arrangements for educators, participants, and volunteers. Find and book venues. Arrange food and beverage. Organize, purchase, inventory, and prepare program supplies. Coordinate audiovisual equipment and operation. Assist with day of event logistics. Input program data and generate reports on program participation, results, and impacts.

 SUPPLEMENTAL FUNCTIONS:

• May assist with departmental budget planning process including research and provide/prepare financial reports.
• Assist with revision of forms and publications.
• Maintain 4-H enrollment database including data entry/reports.
• Take, prepare, and maintain meeting minutes.
• Prepare directories, registrations, surveys, or other forms as necessary.
• Assist with 4-H events as required.
• Assist with the Laramie County Fair as required.
• Maintain office social media sites.

REMOTE WORK ELIGIBILITY:

This position provides vital support to campus customers and requires the successful candidate be available to work in the Laramie County Extension Office. 

COMPETENCIES:

• Adaptability 
• Analysis/Problem Identification
• Communication
• Consistency
• Initiative
• Quality of work
• Technical/Professional Knowledge
• Work Prioritization & Management

MINIMUM QUALIFICATIONS:

Education:  Associate degree or an equivalent combination of education and experience.

Experience: 2 years progressively responsible work-related experience

Skills/Knowledge: Competent in Microsoft Word and Excel

Other requirements:  Valid driver’s license with a motor vehicle record (MVR) that is compliant with the University Vehicle Use Policy.

DESIRED QUALIFICATIONS:

• Excellence in ability to communicate orally and in writing. Evidence documented through application materials and experience 
• Basic accounting skills
• Project management skills- Tracking status of multiple projects, delegating, and meeting deadlines           
• Competent in Microsoft PowerPoint, and Publisher, and/or other slide or design applications
• Time management skills, experience handling multiple tasks and deadlines
• Ability to complete complex administrative tasks, follow detailed procedures/methods, and problem solve
• Organizational and planning skills
• Ability to maintain complete and accurate detailed records
• Experience with bookkeeping, budgets, and accounting
• Experience creating and maintaining web pages
• Experience in reception skills
• Experience in maintaining calendars and scheduling appointments, events, and meetings
• Higher education work experience

REQUIRED MATERIALS:  

Complete the online application and upload the following for a complete application: cover letter, resume or C.V. and contact information for four work-related references. 

Position will remain open until filled. Screening of applicants will begin Wednesday, April 6, 2022.

Contact for application information/questions contact:

Ann Roberson, Business Manager

University of Wyoming Extension

1000 E. University Ave., Dept. #3354

Laramie, WY  82071

Phone: (307)766-3566

Fax:        (307)766-3998

E-mail: [email protected]

For specific position information, contact:

Julie Daniels

University of Wyoming Laramie County Extension

Phone: (307) 633-4383

Fax:        (307) 633-4223

Email: [email protected]

HIRING STATEMENT:

UW is an Affirmative Action/Equal Opportunity Educator and Employer. We are committed to a multicultural environment and strongly encourage applications from women, minorities, veterans and persons with disabilities.

In compliance with the ADA Amendments Act (ADAAA), if you have a disability and would like to request an accommodation to apply for a position, please call 307-766-2377 or email [email protected]

The University of Wyoming is an Equal Employment Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status or any other characteristic protected by law and University policy. To review the EEO is the Law Poster and its Supplement, please see The Diversity & Fairness page.

Pursuant to Wyoming State law, W.S. 19-14-102, as amended, an honorably discharged veteran who has been a resident of the state of Wyoming for one (1) year or more at any time prior to the date when the veteran applies for employment, or any surviving spouse who was married to such veteran at the time of the veteran’s death, who is receiving federal survivor benefits based on the veteran’s military service and is applying for employment, shall receive an interview preference during the applicant screening process with the University of Wyoming. At the time of application the applicant must possess the business capacity, competency, education or other qualifications required for the position. If disabilities do not materially interfere with performance of job duties, disabled veterans will be given preference over able-bodied veterans. Appropriate documentation of veteran status must be provided at time of application as outlined in the application process. No preference will be given to a veteran currently employed by a public department.

We conduct background investigations for all final candidates being considered for employment. Offers of employment are contingent upon the completion of the background check.

Applicants with disabilities may request accommodation to complete the application and selection process. Please notify Human Resources at least three (3) working days prior to the date of need.