Additional Info

Process payments in Ariba or with department purchasing card
Manage automobile fleet, including coordinating repairs, maintenance and handling mileage logs, driver authorizations, and other required fleet documentation and supplies.
Department apparel management
Assist in on-boarding new employees: ordering business cards, preparing office space, obtaining office/ computer equipment including updating and maintaining departmental employee objects on loan records
Handling and reporting building maintenance matters
Other duties as assigned.

Manage multiple office calendars and schedule meetings (in-person, videoconference, conference calls, etc.)
Assist with room and technology set-up/ teardown and meeting material preparation.
Prepare travel arrangements (including airline, hotel, ground transportation, conference registration) and process electronic pre-trip and expense reimbursement forms utilizing university technology.
Greet and direct visitors; answer multiple phone lines, redirecting calls and take messages as needed; assist with customer and staff inquiries.
Maintain conference room schedules, contact lists, and spreadsheets for various committees and task forces
Prepare correspondence, documents, spreadsheets, and reports from draft copy and in various formats; draft original correspondence; proofread
Order office supplies and manage mail transactions including UPS/FedEx
Organize and maintain a complex office filing system in compliance with the Records Retention and Disposition Schedule.

This position demands the ability to take initiative, operate independently, and thrive in a team environment. One should demonstrate competencies in the following: excellent interpersonal skills with strong orientation toward diplomacy, tact, collaboration, and teamwork; exceptional communication skills (verbal, written, editing, and proofreading); attention to detail and accuracy; and an ability to work under pressure, prioritize effectively, multi-task, adapt to stringent timelines, and quickly respond to shifting priorities. A strong work ethic and a high level of professional discretion and confidentiality are required.

Excellent computer proficiency is required, including web browsers and the suite of Microsoft Office programs: Outlook, Word, Excel, and PowerPoint. Proficient knowledge and work experience as a SAP business systems user. Demonstrated competency in senior-level administrative support/office skills including, but not limited to calendar management, business correspondence, conducting internet research, and office file management. Experience using a multi-line telephone system. A willingness to learn and utilize new technologies. Knowledge of Adobe software for converting PDF documents to Word documents and vice versa.

Problem solving and appropriate decision making is required. Discretion, confidentiality, and judgement to organize priorities and complete tasks are also required. This position exercises critical thinking, prioritize assignments, handle day-to-day inquiries, use reasoning and analysis to solve difficult problems, and make decisions as to when it is necessary to inquire with other for assistance.

Accuracy and attention to detail are critical in this position. Most of the work performed is diverse and adheres to differing deadlines and priorities. Errors in work performed by this position may result in moderate disruption in day-to-day operations. Errors could also affect overall services provided, individuals, or activities that are internal and external to the organization and possibly the reputation of the University as a whole. This position is required to be proficient and conscientious when completing tasks and for taking appropriate steps to correct any errors.

This individual will have recurring contact with University of Nebraska administrators and staff, as well as external constituents. Diplomacy, timing, and persuasion to gain information and cooperation on issues of mutual concern are required. Determining who to contact within the University of Nebraska when a particular issue arises is an important part of this position.

Moderate supervision received

No

Office

Operation of standard office and computer equipment