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McNair Program Assistant

Apply now Job no: 496849
Work type: Part-time
Location: UW-Oshkosh
Categories: Temporary Employment, University Staff

Working Title: McNair Program Assistant
Official Title: University Services Associate II
Employment Class: University Staff
FTE: 0.5
Compensation: $14.50-$18.50
Terms of Employment: Project Appointment
Position Summary: The McNair Program Assistant’s primary responsibility is to support the McNair Director in running the McNair Scholars Program. This includes maintaining routine administrative office support, being knowledgeable of office policies and procedures, marketing the Program, and assisting in the recruitment of McNair scholars. The Assistant must be able to handle complex budgetary requests and issues. It is essential that the Assistant has very strong interpersonal skills and be able to interact with students from all ethnic, racial, and socio-economic backgrounds. This is a .5 position with some work schedule flexibility. 
Responsibilities

40% Administrative-Related Functions

1. Greet the public.

              a. Act as a resource person in answering inquiries or referring to the appropriate person/department.

2. Phone

               a. Answer phone and transmit accurate and complete messages.

               b. Monitor messaging system and return calls.

3. Mail

               a. Pick up mail daily.

               b. Notify the director, scholars or mentors if they have received mail.

               c. Prepare outgoing mail for campus Postal Services collection.

4. Special and general projects.

               a. Provide arrangements for seminars, workshops, including room reservations and food service coordination, etc.

                b. Schedule appointments to visit area graduate schools, including arranging coach, travel, accommodations, and registrations for the Scholars, and Director.

               c. Travel with Scholars and Director to graduate school sites if needed.

               d. Assist in making special travel arrangements (to conferences and graduate schools) for the Director and McNair Scholars.

5. E-mail

               a. Monitor McNair e-mail

               b. Relate general McNair Program information and answer common questions.

               c. Correspond with scholars and mentors concerning deadlines, stipends and orders for materials.

6.  Photocopying and scanning

               a. Make occasional copies.

               b. Order copies and prepare packets for the Mentor and Student Handbooks.

               c. Scan important documents and save to S drive.

7.   Files

               a. Maintain an orderly filing system, both paper and digital.

               b. Save all documents to the S-drive.

               c. Keep paper files on all Scholars in a locked cabinet.

8. Canvas

                a. Maintain an updated calendar for Scholars and Mentors in Canvas.

9. Database of former scholars

               a. Track the Program's success by assisting in maintaining a database of former McNair graduates.

40% Budget

1. Understand how to properly allocate charges to the three different McNair accounts.

   a. This requires an understanding of the limitations set forth within the federally funded McNair grant.

2. Maintains the internal expense report in Excel and monitors WISDM.

3. Use the TravelWIse Portal to plan and book trips for McNair Scholars in accordance to UW System guidelines

4. Use the Program’s Purchasing Card and Corporate Card in accordance with policies set forth by Administrative Services.

5. Prepare and complete all budget-related requests, including but not limited to

               a. Direct Payment Requests (DPR)

               b. Individual Payment Requests (PIR) for Scholars’ stipends

               c. Transaction Transfer Request (TTR)

               d. Meal Requisition

6. Place orders for mentors and mentees, being sure to stay within the budgeted vending funds and ordering items through approved vendors.

7. Requisition office supplies and equipment and follow up to ensure that supplies and services are received and processed for payment. Collaborate with Central Stores and off-campus vendors

15% Recruiting McNair Scholars

1. Assist in recruiting McNair scholars.

               a. Make classroom visits to promote McNair and undergraduate research.

               b. E-mail with potential scholars.

               c. Meet one-on-one with potential scholars to screen for eligibility, interest, and commitment.

5% Marketing-related functions

1. Maintain the McNair website (Word Press), Facebook and LinkedIn accounts.

2. Format and order the Program’s newsletter.

3. Use University student data to assist in identifying potential McNair Scholars.

4. Assist in designing and setting up the Program’s glass display case.

5. Take part in the planning of promotional events.

Qualifications  
Required:

Proficiency in the use of computers, including Microsoft Office software applications (e.g. Excel, Word, PowerPoint, etc.)

Preferred:

Strong organizational skills
Attention to detail
Identify and adopt change
Ability to assess workload and prioritize daily tasks
Effective interpersonal and oral communication skills
Ability to troubleshoot problems and prioritize job tasks
Ability to work both independently and with co-workers and supervisors

To Apply:

Applicants must submit the following documents using the online application:

Cover letter, resume, and contact information for three professional references.

UWO is committed to building a culturally diverse employee workforce and strongly encourages women, minorities, individuals with disabilities, and veterans to apply.

For questions regarding your application and additional options to apply, contact Human Resources at recruitment@uwosh.edu or 920-424-1166.

This project appointment has an anticipated duration of 3 years. However, due to changes in the budget, project scope, etc., this end date could change. According to UPS Operational Policy: HR 7, this project appointment cannot extend past 4 years from the hire date. This position may be converted to a position with the expectation of continued employment in the future.

Application Deadline:

TO ENSURE CONSIDERATION: Applications received by May 29, 2019, are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. Application materials will be evaluated and the most qualified applicants will be invited to participate in the next step of the selection process. Incomplete and/or late application materials may not receive consideration.

If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact the Office of Human Resources.

 

Advertised: Central Daylight Time
Applications close:

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All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.

Contact Us

recruitment@uwosh.edu
920-424-1166