JOB SUMMARY
The Institute for Student Success (ISS) is seeking an Administrative Program Support 2 professional to join our fast-paced office. Working as part of a team to support the needs of ISS, the Administrative Program Support 2 position will help provide day-to-day fiscal transactional support (purchasing, ordering, travel, etc.), assist with hiring and onboarding of staff, and provide facility/room support for the many spaces we manage for our programs (work orders, scheduling, room maintenance, and event set-up, etc.) to the various units within ISS, with the Office of First Year Programs and Learning Communities (FYPLC) serving as the primary focus area.
ISS offers multiple programs and services designed to assist students with their transition from high school to college, as well as aid in their persistence, success, and retention at the University of Connecticut. Learning Communities, in particular, are a high-impact, life-transformative practice shown to be beneficial for college students from many backgrounds. The candidate who will thrive in this position will be highly detail-oriented with a can-do spirit and ability to support a high volume of tasks while maintaining a positive customer service approach to working with offices and individuals on- and off-campus. They will have the technical skills and know-how to support administrative operations such as faculty/staff hiring and onboarding, making travel arrangements, managing room scheduling and maintenance, purchasing, billing, and other activities to ensure high-quality and efficient operations. They will have creative problem-solving skills, the ability to be flexible to respond to individual and programmatic needs, and be someone who enjoys working with college students in various capacities.
DUTIES AND RESPONSIBILITIES
- Provides financial, administrative, and program support for ISS and the Office of First Year Programs and Learning Communities. Maintains and monitors department/unit budget and records. Monitors and approves routine expenditures.
- Performs administrative functions, including a large volume of purchasing, accounts payable/receivable, travel arrangements, reimbursements, and maintenance of inventory and supplies.
- Monitors, tracks, and maintains accurate financial records. Prepares reports, as needed.
- Assists in developing and managing department/division budgets and in maintaining fiscal control over approved budgets. Makes available timely and accurate financial information, including budget projections and analysis.
- Monitors office supply inventory and coordinates maintenance for office equipment. Assigns, tracks, and retrieves University equipment for staff and unit usage.
- In coordination with FYPLC staff and graduate assistants, assists with logistics for many large-scale events, field trips, and activities throughout the year, including arranging transportation, ordering food and supplies, running errands to pick up supplies, and working with vendors.
- Provides support in the hiring and onboarding processes in concert with other team members in the ISS Central Business Office, including advertising, offer creation, faculty and graduate assistant letters, and training activities coordination.
- Submits, reviews, and approves financial and payroll transactions.
- Handles room reservations for several program spaces. Creates and distributes room calendars weekly. Confirms and communicates facility reservations. Handles billing and scheduling. Assists unit staff and graduate assistants with room arrangements and technical needs for meetings, events, and activities. Follows up with patrons regarding room conditions and provides appropriate direction/solutions. Ensures space/areas are prepared for use at the start of each semester through periodic inspections throughout the year and identifies, elevates, and handles needs including signage, furniture, equipment, decor, training, etc.
- Handles building-related issues that arise in assigned spaces across campus in collaboration with campus partners; responsible for submitting and following through on Work Orders and Service Requests/Trouble Tickets as needed.
- Issues, tracks, and maintains office, room, and building keys dispensed and returned; handles all swipe access requests and issues for spaces and handles access issues in accordance with protocol.
- Assists in the maintenance and modification of complex filing and record-keeping systems.
- Serves as a member of the ISS Central Business Office team, providing additional administrative, fiscal, and HR support for the units within ISS.
- Develops and maintains constructive, professional, and positive work relationships with faculty, staff, students, and all levels of University administrators, as well as external constituents.
- Responsible for leading or assisting with projects based on evolving department needs and initiatives that require technical knowledge and understanding of the unit’s programs and activities that may be short-term, long-term, or ongoing.
- May teach First Year Experience (FYE) courses and/or mentor students participating in the UConn Connects program.
- Performs other duties as assigned.
MINIMUM QUALIFICATIONS
- Bachelor’s degree.
- At least two years of related experience.
- Excellent organizational and prioritization skills, including handling multiple assignments simultaneously with close attention to detail and the ability to consistently produce a high standard of work output.
- Excellent written and oral communication and interpersonal skills.
- Experience with Microsoft Office Suite.
- Working knowledge, and ability to easily learn and adapt new technology used to run and record in-person, hybrid, and virtual meetings and events; ability to effectively problem-solve technical issues for events, meetings, and activities.
- Ability and willingness to foster a campus climate that is welcoming and supportive of the University of Connecticut’s diverse student body and encourages communication with and among campus and community constituencies.
- Ability and willingness to regularly move furniture for event set-up/break-down, run errands for supplies, and/or move items across campus to effectively manage events, activities, and other program needs.
- Ability and willingness to function in a fast-paced environment and work irregular and flexible hours, including occasional evening and weekend hours.
PREFERRED QUALIFICATIONS
- Experience working in higher education.
- Experience with purchasing, accounting, and/or managing expenses.
- Experience with event management including scheduling, vendor communications, and logistics.
- Proven effectiveness in utilizing excellent customer service skills.
- Experience working directly with students and/or mentoring students.
APPOINTMENT TERMS
This is a full-time, permanent position. Salary will be in the low 50Ks, commensurate with the successful candidate's background and experience. This position will be in person at the UConn Storrs campus. The University offers a competitive salary, and outstanding benefits, including employee and dependent tuition waivers at UConn, and a highly desirable work environment. For additional information regarding benefits visit: https://hr.uconn.edu/benefits-beyond-pay/. Other rights, terms, and conditions of employment are contained in the collective bargaining agreement between the University of Connecticut and the University of Connecticut Professional Employees Association (UCPEA).
TERMS AND CONDITIONS OF EMPLOYMENT
Employment of the successful candidate is contingent upon the successful completion of a pre-employment criminal background check.
TO APPLY
Please apply online at https://hr.uconn.edu/jobs, Staff Positions, Search #498234 to upload a resume, cover letter, and contact information for three (3) professional references. Review of applications will begin on March 22, 2024 and continue until the position is filled.
All employees are subject to adherence to the State Code of Ethics which may be found at http://www.ct.gov/ethics/site/default.asp.
All members of the University of Connecticut are expected to exhibit appreciation of, and contribute to, an inclusive, respectful, and diverse environment for the University community.
The University of Connecticut aspires to create a community built on collaboration and belonging and has actively sought to create an inclusive culture within the workforce. The success of the University is dependent on the willingness of our diverse employee and student populations to share their rich perspectives and backgrounds in a respectful manner. This makes it essential for each member of our community to feel secure and welcomed and to thoroughly understand and believe that their ideas are respected by all. We strongly respect each individual employee’s unique experiences and perspectives and encourage all members of the community to do the same. All applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.
The University of Connecticut is an AA/EEO Employer.