Office Administrator - School of Labor & Employment Relations, Labor Education Program

Duties and Responsibilities

Administrative Support of LEP Programs:
 • Directs and coordinates all logistical arrangements related to LEP programs, including securing housing, parking, catering and hospitality for program attendees.
 • Serves as a liaison between LEP and catering representatives at area hotels to set up future programs.
 • Identifies and secures meeting rooms and instructional needs for both participants and instructors.
 • Attends planning meetings and provide details pertinent to the program.
 • Creates and distributes program materials such as registration forms and confirmation letters, schedules, special event flyers, rosters and certificates, packets for Labor Advisory Board meetings, working with design contractors where appropriate to stay compliant with the UI brand standards and look professional.
 • Work with appropriate LEP staff and sponsoring unions to develop forms that are pertinent to the event and clearly understandable to the participants.
 • Submit contract request to appropriate University departments for event agreements between LEP and sponsoring unions.
 • Answers inquiries from participants and resolves registration problems that requires explanation of program policies and procedures.
 • Receives incoming mail and responds/distributes as appropriate interpreting unit policies and guidelines.
 • Maintains confidentiality of LEP database records which include information about participants as well as program faculty and staff.
 • Coordinate hiring and supervision of hourly and student employees to execute events.
 • Serves as a liaison between LEP and its client unions by providing to the client and the LEP Director periodic reports on the progress of preparations for the event, seeking their input if needed, and explaining university policies and procedures that may impact their event.
 • Order supplies and materials, including technology and equipment needs.
 • Event examples include workshops, educational events, summer schools, Labor Education Advisory Board meetings, Polk Conference.
 • Where applicable, enters student class registration data into the LEP database and/or manages the electronic. collection of registration data. Also provide reports on student program activity as requested by the LEP Director.
 • Prepare an annual report on LEP activities.
 • Prepares and sends out email updates on LEP programming to participants in the LEP database.
 • Maintains a centralized LEP Class Calendar.    

Business Support of LEP Programs:
 • Ensure purchase orders are in place as appropriate.
 • Tracks program expenses and maintains database of costs, offering suggestions on keeping costs down.
 • Invoices participants and sponsors and collects fees. Make deposits in a timely manner in accordance with the university cash handling policies. 
 • Makes budget projections for LEP conferences. Monitors fiscal transactions for programs. Prepares reports and budget projections.
 • Prepares travel reimbursement for conference and LEP program travel for faculty and staff in Chrome River following University policy and procedures; reconciles P and T Card for LEP staff and faculty.
 • Maintains spreadsheet to track fiscal transactions for LEP; responsible for payments to vendors and collection of invoice payments.
 • Maintains records of fiscal transactions involving all LEP accounts; initiate invoices, cash sales reports, car release forms, travel vouchers, monthly reports, annual grant/budget forms.

LEP Human Resources:
 • Enter and maintain appointments in HRFE for LEP adjunct, academic professional, PMCR Post Docs, Civil Service, and hourly employee groups. These appointments include new hires, account changes, payroll, and pay adjustments.
 • Serve as liaison with campus HR offices on HR processing issues. Responsibilities in this area require interpretation and communication of policy and procedure.
 • Work closely with new staff regarding new hire procedures, questions on benefits, and general employment questions.
 • Resolve appointment issues related to Campus and College HR policies (e.g., benefits, visas, SURS, Payroll, etc.).
 • Coordinates hiring for the Global Labor Studies Visiting Lecturers; Provides support for new-hire processes.