University of Nebraska Omaha Portal
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May 05, 2026
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Executive Assistant, Buffett Early Childhood Institute
Essential Functions
Schedule meetings and maintain calendar for the executive director. Confirm meetings with participants two to three days in advance and ensure that Institute materials are available to the executive director and others attending the meetings. Meet guests in person and answer telephone calls for the executive director. Provide information and answer questions where judgment, knowledge, and/or interpretation of policies and procedures are necessary; exercise discretion in public contacts. Schedule travel arrangements for the executive director. Process all expenses pre-trip and reimbursement forms; coordinate procedures for proper reimbursement. Provide internal and external communication/updates/reminders through email and other means of communication for the executive director. Maintain both incoming and outgoing mail for the executive director. Develop and maintain channels of communication with university-wide campus representatives, researchers, board members, and committee members to exchange information, schedule meetings, and coordinate events and activities. Accompany executive director and other Institute staff to meetings as necessary and document proceedings. Distribute meeting minutes as appropriate. Receive documentation, combine and compare data to prepare reports and visual charts/graphs for distribution to executive-level management in the university system as well as members of the Board of Regents. Establish and oversee the executive director’s office filing system and other electronic database(s). Assist executive director in preparing PowerPoint presentations and other related materials. Assume other tasks as directed by the executive director and associate executive director.
Additional Duties
Review and monitor Buffett Early Childhood Institute monthly ledgers and budget for account accuracy; work with appropriate contacts regarding discrepancies. Maintain and monitor financial records of grant-funded programs. Provide internal and external communication/updates/reminders through email. Function as part of administrative support unit within the Institute and provide backup administrative support when other support staff are out of the office and/or on vacation/sick leave. Schedule additional Institute meetings as requested. Assist in ordering and maintaining office equipment and office supplies, tracking invoices, and reviewing expenditures on the Institute’s accounts.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Regularly sits; may stand, walk. See, hear, speak and use of hands.
Required Qualifications
Associate degree and five years of work experience in administrative/operational executive support is required. Bachelor’s degree is preferred. Ability to work with considerable independence and initiative as a senior administrative associate exercising sound judgment in accomplishing the projects assigned is necessary. Requires attention to detail, accuracy, and sensitivity to confidential information in addition to written and oral communication, technical, and time management skills and competency in office management and employee relations. Experience in a university or post-secondary educational institution is preferred. Proficiency with Microsoft Office applications (Word, Excel, and Power Point); Internet research and navigation; and maintaining databases is required. An equivalent combination of education and experience from which comparable knowledge and abilities is acquired may be considered.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Regularly works indoors. Noise level is low to moderate.
Work Schedule
Business hours, with occasional work outside core business hours
Schedule meetings and maintain calendar for the executive director. Confirm meetings with participants two to three days in advance and ensure that Institute materials are available to the executive director and others attending the meetings. Meet guests in person and answer telephone calls for the executive director. Provide information and answer questions where judgment, knowledge, and/or interpretation of policies and procedures are necessary; exercise discretion in public contacts. Schedule travel arrangements for the executive director. Process all expenses pre-trip and reimbursement forms; coordinate procedures for proper reimbursement. Provide internal and external communication/updates/reminders through email and other means of communication for the executive director. Maintain both incoming and outgoing mail for the executive director. Develop and maintain channels of communication with university-wide campus representatives, researchers, board members, and committee members to exchange information, schedule meetings, and coordinate events and activities. Accompany executive director and other Institute staff to meetings as necessary and document proceedings. Distribute meeting minutes as appropriate. Receive documentation, combine and compare data to prepare reports and visual charts/graphs for distribution to executive-level management in the university system as well as members of the Board of Regents. Establish and oversee the executive director’s office filing system and other electronic database(s). Assist executive director in preparing PowerPoint presentations and other related materials. Assume other tasks as directed by the executive director and associate executive director.
Additional Duties
Review and monitor Buffett Early Childhood Institute monthly ledgers and budget for account accuracy; work with appropriate contacts regarding discrepancies. Maintain and monitor financial records of grant-funded programs. Provide internal and external communication/updates/reminders through email. Function as part of administrative support unit within the Institute and provide backup administrative support when other support staff are out of the office and/or on vacation/sick leave. Schedule additional Institute meetings as requested. Assist in ordering and maintaining office equipment and office supplies, tracking invoices, and reviewing expenditures on the Institute’s accounts.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Regularly sits; may stand, walk. See, hear, speak and use of hands.
Required Qualifications
Associate degree and five years of work experience in administrative/operational executive support is required. Bachelor’s degree is preferred. Ability to work with considerable independence and initiative as a senior administrative associate exercising sound judgment in accomplishing the projects assigned is necessary. Requires attention to detail, accuracy, and sensitivity to confidential information in addition to written and oral communication, technical, and time management skills and competency in office management and employee relations. Experience in a university or post-secondary educational institution is preferred. Proficiency with Microsoft Office applications (Word, Excel, and Power Point); Internet research and navigation; and maintaining databases is required. An equivalent combination of education and experience from which comparable knowledge and abilities is acquired may be considered.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Regularly works indoors. Noise level is low to moderate.
Work Schedule
Business hours, with occasional work outside core business hours
department
Office of the Chancellor
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