Office Associate - School of Teacher Education

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Why Choose Us?

At the University of Wyoming, we value our employees and invest in their success. Our comprehensive benefits package is designed to support your health, financial security, and work-life balance. Benefits include:

Generous Retirement Contributions

: The State contributes 14.94% of your gross salary, and you contribute 3.68%, totaling 18.62% toward your retirement plan.

Exceptional Health & Prescription Coverage

: Enjoy access to medical, dental, and vision insurance with competitive employer contributions, that include

4 deductible options to suit your needs

.

Paid Time Off

: Benefit from ample vacation, sick leave, paid holidays, and paid winter closure.

Tuition Waiver

: Employees and eligible dependents can take advantage of tuition waivers, supporting continuous education and professional growth.

Wellness and Employee Assistance Programs

: Stay healthy with wellness initiatives, counseling services, and mental health resources.

At the

University of Wyoming

, we’re committed to creating a supportive and enriching workplace. To learn more about what we offer, please refer to UW’s

Benefits Summary

.

JOB TITLE:
Office Associate

JOB PURPOSE:
The Office Associate plays a key role in supporting the operations of the School of Teacher Education within the College of Education. This position is responsible for coordinating and managing administrative, fiscal, programmatic, and operational functions related to faculty, students, curriculum, and events. The role requires strong project management skills, database maintenance, and the ability to work collaboratively with faculty, staff, students, and campus partners.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
Project & Program Management

Develop, update, and maintain databases for degree programs, certifications, student evaluations, petitions, and curriculum development.

Create Smartsheet project management tools to support faculty and program initiatives.

Maintain records for program activities and assist in strategic planning.

Faculty Support & Searches

Coordinate faculty search processes: prepare advertisements, manage applicant communications, schedule interviews, and arrange travel and lodging.

Organize on-campus interview itineraries, including meals and presentation schedules.

Complete Equal Employment Opportunity (EEO) documentation and ensure timely submission of final applicant materials to the Dean’s Office.

Notify applicants of hiring decisions via HCM.

Curriculum & Publications

Review and update academic schedules across fall, spring, and summer terms for all course delivery types (on-campus, distance, UW-C).

Collaborate with the School Director and Associate Director for Course Scheduling to plan future courses.

Submit and track course changes and prepare Course Action Request forms.

Assist in creating and updating brochures, program forms, and publications.

Special Events Coordination

Manage logistics for school-related events including contracts, honoraria, and faculty travel.

Coordinate promotional materials and giveaways.

Provide event support for graduation, honors banquets, and College-wide celebrations.

Tenure & Promotion Support

Coordinate Tenure and Promotion (T&P) processes including scheduling meetings, preparing ballots, transcribing committee feedback, and submitting complete packets to the Dean’s Office.

Communicate with external reviewers and assist in acknowledgment processes.

Budget & Fiscal Management

Assist with development of annual budgets, account forms (WyoCloud), contracts, and vendor management.

Support faculty with travel arrangements, reimbursements, and P-card compliance.

Maintain a shadow budget and monitor departmental accounts, faculty sub-accounts, and procurement cards.

Generate regular financial reports and resolve fiscal discrepancies with internal and external stakeholders.

Oversee supply ordering, inventory control, and equipment repair coordination.

Student & Program Support

Advise prospective and current undergraduate and graduate students on program information, admission requirements, and financial aid/scholarship opportunities.

Process applications and complete departmental recommendations using Salesforce.

Monitor and ensure the accuracy of graduate program documentation and submissions.

Maintain student records and communicate updates related to scheduling, deadlines, and program policies.

Office Management & Administrative Duties

Draft and proof correspondence, forms, and procedures for faculty and staff.

Schedule and support meetings, including Zoom facilitation, agenda preparation, and refreshment coordination.

Maintain the School Director’s calendar and provide exceptional customer service in-person, by phone, and via email.

Organize program and personnel files and serve as a liaison with campus offices for policy-related inquiries.

Supervise student workers or staff including scheduling and performance guidance.

Support onboarding of new faculty and staff, including office setup and technology coordination.

Update program web content and internal communications platforms.

Identify and implement new technologies and process improvements.

SUPPLEMENTAL FUNCTIONS:
Assist with revision of forms and office procedures.

COMPETENCIES:
Adaptability

Analysis/Problem Identification

Attention to detail

Consistency

Initiative

Quality Orientation

Work Prioritization & Management

MINIMUM QUALIFICATIONS:
Education:
High School Diploma or GED

Experience:
2 years progressively responsible work-related experience

DESIRED QUALIFICATIONS:
Experience working in a higher education environment, preferably in a College or School setting.

Familiarity with University of Wyoming systems such as WyoCloud, Salesforce, and HCM.

Experience using Smartsheet or similar project management tools.

Knowledge of curriculum development processes and academic scheduling.

Understanding of faculty hiring and tenure/promotion processes.

Financial experience including P-card reconciliation and reporting.

Experience working with student admissions or academic advising functions.

Strong interpersonal skills and the ability to build positive relationships across diverse groups.

Comfort learning and implementing emerging technologies to improve office efficiency.

REQUIRED APPLICATION MATERIALS:
Complete the online application. The department additionally requests candidates upload the following document(s) for a complete application:

Cover letter

Resume or C.V.

Contact information for four work-related references (references will only be contacted if you are selected as a finalist for the position).

**

Due to a current system limitation, you may only be prompted to upload your resume/CV and a Cover Letter.

To ensure your application is complete, we recommend you put all of your application materials into one file with your cover letter.

However, if you're experiencing any issues in doing so, please send any additional application materials to recruit@uwyo.edu, and a recruiter will manually add them to your application packet. To help us process your application more efficiently, please include the

6-digit job ID number

(located at the bottom of the job posting) in your email.

WORK LOCATION:
On-campus: This position provides vital support to campus customers, and the successful candidate must be available to work on campus.

WORK AUTHORIZATION REQUIREMENTS:
The successful candidate must be eligible to work in the United States. Sponsorship for H-1B work authorization or work visa is not available for this position.

HIRING STATEMENT/EEO:
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. 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 contact us at 307-766-2377 or email

jobapps@uwyo.edu

.

ABOUT LARAMIE:
The University of Wyoming is located in Laramie, a charming town of 30,000 residents nestled in the heart of the Rocky Mountain West. The state of Wyoming continues to invest in its only 4-year university, helping to make it a leader in academics, research, and outreach with state-of-the-art facilities and strong community ties. We invite you to learn move about Laramie, by visiting the

About Laramie website

.

Located in a high mountain valley near the Colorado border, Laramie offers both outstanding recreational opportunities and close proximity to Colorado’s Front Range and the metropolitan Denver area. Laramie’s beautiful mountain landscape offers outdoor enjoyment in all seasons, with over 300 days of sunshine annually. For more information about the region, please visit

http://visitlaramie.org/