Miami University — Program Associate

Performs a variety of moderately complex clerical and administrative tasks requiring some independent judgment related to ensuring the successful completion of the daily operations of a university administrative unit.

Duties:

  • Primary telephone/office contact for University Communications & Marketing; directs calls/inquiries from media, alumni, faculty, staff, students, vendors, parents, etc.; monitors ucm@MiamiOH.edu and resolves questions/issues submitted through that account.
  • Manages calendars for UCM Directors; coordinates large meetings, interviews, and hosted events as needed.  
  • Handles processing of purchase orders, direct pays and subscription renewals for marketing, web, brand/licensing, and social media teams; updates and maintains vendors in Buyway; assists with reconciliation and approvals as needed.
  • Primary liaison for UCM with PFD; acts as division point of contact; works with building point of contact; places and maintains work orders, etc. 
  • Serves as informational resource to staff; investigates and resolves problems or difficulties.  
  • Utilizes department or University policies, procedures, and practices to answer routine inquiries.  Resolves problems based on precedents.
  • Maintains UCM staff directory and building key record.
  • Coordinates mail service needs for campus mail, USPS, FedEx and UPS. 
  • Coordinates purchasing of office supplies, bottled water, and other internal 
  • UCM materials and supplies as needed, including printer supplies. 
  • Assists with the on-boarding and off-boarding of staff (via checklist), works with 
  • UCM’s liaison for IT on ordering phones, computers, coordinating set up, etc; ensures building access (key for office, myCard for building). 
  • Maintains schedule and coordinates maintenance and repairs for Golf Cart. 
  • Process monthly credit card reconciliations for assigned staff. 
  • Assists with conference registrations, travel arrangements/accommodations and reporting for assigned staff. 
  • Provides backup and support for EMMA (email tool), including assisting with funds transfers and charge backs.
  • Maintains office organization and cleanliness day-to-day.
  • Assists/backs up support for vendor contracts and routing through contract routing and work with Office of Procurement to assure smooth workflow of contracts.
  • Assists/backs up liaison for UCM with IT handling all equipment needs including computers, copiers, repairs, replacements, and technology needs.
  • Participates in hiring, mentoring, instructing, and overseeing student workers
  • Assists other support staff as needed.

Minimum Qualifications:

  • Requires nine months of coursework or training beyond high school in Business Administration and two years of related experience, or an equivalent combination of education and experience.

Preferred Qualifications:

  • Two years in an office or business setting with demonstrated knowledge of applicable processes
  • Experience using Microsoft Office Suite: specifically Excel and Word
  • Experience using Buyway, Banner, Budget, Travel Module, Chrome River or similar systems

Required Skills:

  • Understanding of related operations, policies, and procedures
  • Ability to support multiple staff
  • Technical and computer skills
  • Customer relations and clerical skills
  • Ability to adapt as needed to change
  • Ability to handle highly confidential information and materials appropriately

Preferred Skills:

  • Knowledge of Buyway, Banner, Budget, Travel Module, Pcard systems
  • Ability to work on MAC computer operating system
  • Excellent customer service
  • Supervisory skills
  • Research skills

Salary/Grade: $15.40-$22.20 hr/G1

Benefits:
Miami is committed to a culture of health and wellness. We offer several benefits including healthcare and wellness programs with on-campus recreational and sport centers, health insurance that includes options for dental, vision, life and long-term disability insurance. Tuition fee waivers for employee and family, paid sick and parental leave, paid vacation, paid holidays and state sponsored alternate and supplemental retirement plans. Plus, you can be part of the University’s academic culture with direct access to hundreds of on-campus events plus the possibility to teach one credit bearing course per semester.

Miami University recognizes that technology enables us to find new ways of providing first-class service and workplace flexibility. This position is approved for remote work on a hybrid basis. Remote work is a working arrangement that can be modified or revoked by Miami University at any time for any reason.

Application Instructions:
Pre-employment drug testing may be required for this position.  Please submit a cover letter and resume.

Apply online: https://jobs.miamioh.edu/cw/en-us/job/500080/program-associate 

Miami University is committed to creating an inclusive and effective teaching, learning, research, and working environments for all.

For more information on Miami University’s diversity initiatives, please visit the Office of Institutional Diversity & Inclusion webpage. For more information on Miami University’s mission and core values, please visit the Mission and Core Values webpage.

Miami University, an Equal Opportunity/Affirmative Action employer, encourages applications from minorities, women, protected veterans and individuals with disabilities. Miami University prohibits harassment, discrimination, and retaliation on the basis of age (40 years or older), color, disability, gender identity or expression, genetic information, military status, national origin (ancestry), pregnancy, race, religion, sex/gender, status as a parent or foster parent, sexual orientation, or protected veteran status in its application and admission processes, educational programs and activities, facilities, programs or employment practices. Requests for reasonable accommodations for disabilities related to employment should be directed to ADAFacultyStaff@MiamiOH.edu or 513-529-3560.

As part of the University’s commitment to maintaining a healthy and safe living, learning, and working environment, we encourage you to read Miami University’s Annual Security & Fire Safety Report at: http://www.MiamiOH.edu/campus-safety/annual-report/index.html, which contains information about campus safety, crime statistics, and our drug and alcohol abuse and prevention program designed to prevent the unlawful possession, use, and distribution of drugs and alcohol on campus and at university events and activities. This report also contains information on programs and policies designed to prevent and address sexual violence, domestic violence, dating violence, and stalking. Each year, email notification of this website is made to all faculty, staff, and enrolled students. Written notification is also provided to prospective students and employees. Hard copies of the Annual Security & Fire Safety Report may be obtained from the Miami University Police Department at (513) 529-2223.  A criminal background check is required. All campuses are smoke- and tobacco-free. 

Benefits Eligible: Yes 

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