THE UNIVERSITY OF WYOMING

CLASSIFICATION DESCRIPTION

This is a description of a staff position at the University of Wyoming not a job opening announcement.  Look for current job openings at the following link:  https://uwadmnweb.uwyo.edu/hremployment/employmentdefault.asp.

The following statements are intended to describe the general nature and level of work being performed.  They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

TITLE:  ASSISTANT TO THE VICE PRESIDENT

REPORTS TO:  Designated Supervisor

UW JOB CODE:  3799

UW JOB FAMILY:  32

SOC CODE:  43-6011

PAY GRADE:  20

DATE:  11-1-99 (revised 7-1-02, 10-28-02; 7-1-04)

PURPOSE

Provides, under very limited supervision, senior project leadership; provides office management for the operational, financial, personnel and planning functions of the Vice President's office requiring the use of considerable independent judgment, originality, and application of management and human relations skills.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES

ESSENTIAL FUNCTIONS:

Provide senior project leadership, manage and coordinate assigned projects; independently provide office management and recommendations for the operational, financial, personnel and planning functions of the Vice President's office; serve as mediator and resource with other University departments, external individuals and groups.

Research or respond to complicated and/or sensitive or confidential inquiries and situations relative to the office of the Vice President; analyze and integrate statistical or other assistive data; prepare detailed reports and documentation.

Provide assistance to visiting dignitaries including, but not limited to members of the Board of Trustees, State Legislators, Federal, State, County and City officials.

May arrange or conduct symposia, conferences and meetings including design and implementation of agenda, selecting speakers/facilitators, publicity and marketing, hotel or travel accommodations; conduct related follow-up assessments; may take and translate minutes.

Oversee management of unit/program files and records; serve as primary resource person in interpreting policies and procedures.

Initiate, manage and control designated planning or budgetary projects relative to the unit or program; may solicit and manage funds for research or related agreements.

Assist with establishing or revising policies, systems, methods and procedures; prepare related documentation including the design and implementation of computer programs, as appropriate.

SUPPLEMENTAL FUNCTIONS:

Serve on University or external committees representing supervisor’s or program’s position, as directed.

SPECIFICATIONS

KNOWLEDGE, SKILLS, AND ABILITIES :

Knowledge of:

• Computer programs and software in use in the department or area.
• Records maintenance.
• Scheduling techniques.
• Office management principles and practices.
• Finance, accounting, budgeting, and cost control procedures.
• Supplies, equipment, and/or services ordering and inventory control.
• Organizational structure, workflow, and operating procedures.
• University rules, procedures, budget management and planning.
• Accounting procedures involving procurement, travel, and/or employment.
• Project management principles, practices, techniques, and tools.
• Human Resources concepts, practices, policies, and procedures.
• Computerized information systems used in financial and/or accounting applications.
• Basic, routine, and advanced laws, regulations, methods, and techniques in the area of specialty.
• Structure, policies, and  procedures of university faculty and/or staff governing bodies.
• Current and emerging trends in technologies, techniques, issues, and approaches.
• Development and implementation of symposia, conferences and meetings including speaker selection, marketing, and follow-up assessments.

Skills and Abilities to:

• Perform basic, routine and advanced records maintenance.
• Create, compose, and edit basic, routine and complex written materials.
• Communicate effectively both orally and in writing with a wide range of individuals and constituencies.
• Supervise and train assigned staff including organizing, prioritizing, and scheduling work assignments.
• Investigate, analyze information, draw conclusions, and make recommendations based on data or findings.
• Analyze and solve basic, routine, and advanced problems.
• Develop and maintain basic, routine and advanced recordkeeping systems and procedures.
• Maintain calendars and schedule appointments.
• Use a personal computer and associated software in use in the department or area.
• Develop policies and procedures, and document same.
• Interpret university policies and procedures.
• Perform advanced research.
• Organize resources and establish priorities.
• Work as a team member and foster a cooperative work environment.
• Organize resources and establish priorities.
• Develop and work within project budget, goals and objectives.
• Monitor project work.
• Coordinate symposia, conferences and meetings, select speakers, market event and conduct follow-up assessments.

WORKING CONDITIONS:

No major sources of discomfort, standard office environment.

Authorized by Classification/Compensation, Human Resources                                               

Employees may be requested to perform job-related tasks other than those specifically presented in this description.  Participating in the University’s hazardous waste minimization program is part of the job of each employee who uses (or may come in contact with) hazardous materials.  Fair Labor Standards Act (exempt/non-exempt) is designated by position.  University of Wyoming actively supports Americans with Disabilities Act and will consider reasonable accommodations.