Job Description

Join Our Campus Community!

Thank you for your interest in joining the University of Wyoming. Our community thrives on the contributions of talented and driven individuals who share in our mission, vision, and values. If your expertise and experience align with the goals of our institution, we would be thrilled to hear from you. We encourage you to apply and become a valued member of our vibrant campus community today!

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 over 15% of your gross salary. With your mandatory employee contribution, the total contribution toward your retirement plan exceeds 19%.
• 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 are 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, Senior

JOB PURPOSE:  

The primary purpose of a Wyoming State Veterinary Laboratory (WSVL) Office Associate, Senior, is to maintain all workflow and functionality necessary to provide veterinary diagnostic services to clients of the WSVL. Functions include data entry; phone, email, and in-person interactions with clients and the public; competency with multiple software systems; collaboration with the WSVL accountant; and regular interactions with all WSVL staff. Incumbents in this position are expected to uphold client service standards set by laboratory stakeholders; University of Wyoming and WSVL policies; WSVL management; and American Association of Veterinary Laboratory Diagnosticians (AAVLD) accreditation requirements

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Daily Processing of WSVL invoices. Duties include ensuring that associated charges are correct and consistent with assigned tests and fee schedule before generating estimated bill; notifying appropriate lab personnel of any problems or concerns that need to be addressed before an accession can be invoiced; file and manage reports and billing with corresponding accession records; routinely ensure the invoicing and shipping SOPs are up to date and being adhered to.
• Manage Pcard expense reporting for WSVL Staff. Duties include maintenance of financial ledgers for both daily accessions and miscellaneous charges (i.e. tubes, boxes, etc.); mailing monthly statements; identifying possible improvements in laboratory information management system financial operations to ensure high level service; initiating preventative actions when appropriate.
• Interpret and administer the WSVL, UW, state and federal rules, regulations and policies that govern fiscal transactions and well as WSVL administrative and security operations (e.g. document management, records retention, access security, reporting requirements, etc.). Provide customer service to clients in the Front Office and on the phone with questions related to submissions, reports, bills, invoices/statements and fee schedule. Assist WSVL personnel with questions related to submissions, reports, bills and fee schedule and resolve problems concerning the same. Crosstrain with Senior Office Associate to facilitate the seamless operation of the lab.
• Post to Excel-based accounting ledger records and answer questions related to Laboratory accounts. Work closely with the WSVL accountant to ensure ledgers are accurate and to improve overall financial processes.

COMPETENCIES:

• basic understanding of Microsoft office programs (Word, Excel, Outlook)
• work under general supervision, using established procedures and some creativity, use independent judgment in completing assignments, and recommend improvements to work procedures, policies, or practices
• recognize unusual or complex problems for referral to the supervisor
• attention to procedural details
• flexibility in daily tasks; able to cross-train within the front office
• excellent verbal and written communication skills
• team-oriented approach to mission and tasks
• understand and maintain client confidentiality

MINIMUM QUALIFICATIONS:

Education: Associate’s degree or equivalent combination of education and experience

Experience: 1 year progressively responsible work-related experience (office, including medical or veterinary, business/bookkeeping)

Required licensure, certification, registration or other requirements: Valid driver's license with a motor vehicle record (MVR) compliant with the Driving for University Business SAP.

DESIRED QUALIFICATIONS:  

Accounting experience or degree, experience in a veterinary or other medical or laboratory office

REQUIRED APPLICATION MATERIALS: 

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

1. Cover letter
2. Resume or C.V.
3. Contact information for four work-related references (references will only be contacted if you are selected as a finalist for the position).

WORK LOCATION:

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

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 more 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/