Additional Info

Calendar and Meeting Support
# Schedule and coordinate meetings at the request of staff. Upon request provide on-site assistance for meetings such as conference equipment set up and troubleshooting, providing coffee and water for attendees, and coordinating catering for meals.
# Provide support in maintaining calendars. Including contacting and confirming appointments with internal and external partners as requested.
# Proactively coordinate arrangements and tasks to support leadership and staff (e.g., room reservations, confirmation emails, working lunch, folders for filing, and materials for meetings).
# Prepare meeting agendas and provide notetaking as needed.
# Assist staff in communicating with partners and other constituents to coordinate meeting dates and times and confirming logistical needs such as meeting location and materials.

Travel Support
# Process travel request submitted by Institute employees through the ticketing system, providing updates to others in the administrative support resource pool and the traveler when requested items are complete.
# Prepare and confirm travel arrangements (including airline, hotel, ground transportation, vehicle rental reservations, conference, and meeting details) in compliance with the university#s travel guidelines.
# Provide traveler guidance regarding policies, acceptable expenses, and traveler mobile applications as needed.
# Process expense reimbursements for travel and non-travel expenses.
# Coordinate travel and logistics for outside personnel as requested.

Event Planning
# Assist communications unit with logistical planning for Institute events as assigned. This may include but is not limited to venue and supplier coordination, on-site support, and coordination of mailings and event materials as needed.
# Coordinate with events manager for the reservation of conference and meeting spaces. May serve as a liaison with venues, vendors, and suppliers to provide accurate and sufficient coverage of attendee needs.
# Collaborate with communications staff for the production or preparation of informational materials needed for events.
# When appropriate, follow up with vendors to obtain invoices, solidify service details, or for logistical inquiries.

Business Operations Support
# Under the guidance of the Institute#s finance team, assist with tracking unit expenditures against cost objects to ensure accuracy.
# Maintain resource library and materials.

General Office Duties
# Coordinate, order, and purchase office supplies and materials for Institute needs.
# Share responsibility for backup coverage when members of the administrative pool are absent.
# Support other Institute office associate(s) as needed.
# Submit trouble tickets conveying technical issues to NU ITS on behalf of staff as needed.
# Assist in supporting the interview and onboarding process of new staff.
# Create, update, copy, and print documents as needed.
# Responsible for maintaining an office filing and cloud filing system in compliance with university policies and records retention and disposition schedule.
# Maintain the aesthetic of the office suite including straightening conference rooms, wiping surfaces, emptying the dishwasher as needed.
# Perform other duties as assigned.

Attention to detail, accuracy, and sensitivity to confidential information, proficient written and oralcommunication skills, adept with computer technology, able to demonstrate effective timemanagement skills. Knowledge of the University of Nebraska#s organizational structure as it relates toboth administrative and support functions and interrelationships among the campuses and groupsserved is helpful in this position. The person must be able to handle multiple projects and timelines.

In addition to Required Qualifications, this position requires the ability to work under pressure with stringent timelines and respond quickly to shifting priorities. Proficient in processing information using word processing, presentations, spreadsheets, database, and web or internet applications in a Windows environment is required. Experience in handling travel arrangements, calendaring,scheduling meetings, and taking meeting minutes is desired. Excellent written and oral communication skills and attention to detail and accuracy are essential.

Technical Skills
Proficient knowledge of Microsoft Office software required. Advanced knowledge of Word and Excel ispreferred. Adobe software knowledge regarding converting pdf documents to word documents andvice versa.

Ability to work with considerable independence and initiative exercising sound judgment inaccomplishing projects assigned as necessary. Problem-solving and appropriate decision-making willbe required as an element of this position. Effective written and oral communication skills andmeticulous attention to detail and accuracy are essential for the purposes of composing documentsand exchanging information.

This individual will have access to and will work with confidential and sensitive information. Discretionand confidentiality are required. The employee has access to work-in-progress discussions and confidential and sensitive information pertaining to employees, students, children, and families. Thisindividual is required to be proficient and conscientious when compiling and reporting all data and for taking appropriate steps to correct any errors.

Determined within a relatively short period of time

Relationships with various entities both internal and external to the university are involved.Employees will work extensively with staff at the Buffett Institute, external constituencies (e.g., schoolpersonnel), and with NU central administration and campuses. Must have the ability to work as ateam member on projects and collaborate in other functional areas internal and external to theInstitute, as well as independently and in a complex environment. This position typically obtains andprovides information according to prescribed business and finance practices. This job requires theability to communicate in a professional manner with university administrators, faculty, staff,
students, the public and colleagues, and the ability to understand and act upon complex oral andwritten instructions. Employees are required to be proficient and conscientious when representingthe Buffett Institute.

This position receives direct supervision from the HR and Business Operations Manager.

No

Office

The noise level in the work environment is usually moderate, and there are frequent interruptions as theInstitute staff conduct business in cubicles, walled office space, and conference rooms.