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Office Manager

Apply now Job no: 497349
Work type: Part-time
Location: Oshkosh Campus
Categories: University Staff

Working Title: Office Manager
Official Title: University Services Associate II
Employment Class: University Staff
FTE: 0.8
Compensation: $14.25 - $17.00/hour
Terms of Employment: Continuous
Position Summary:

Under the supervision of the Director, the Testing Services Office Manager is responsible for managing all centralized Testing Services tasks, coordinating University of Wisconsin System Placement Testing, serving as a designated back-up in other units of Testing Services, and managing select financial functions. Additionally, the Office Manager will be assigned additional tasks as needed by the Director.

The Office Manager is responsible for providing exceptional customer services to internal and external clients through strong written and verbal communication skills in person, by email, or over the phone. The Office Manager will be a key participant in developing and maintaining positive working relationships with campus partners and external testing company vendors through successful completion of job responsibilities.

Work Schedule: The Office Manager works 7:45 am to 4:30 pm four days per week with the off-day being mutually agreed upon with the Director. This position is required to work up to 15 Saturdays each calendar year in support of testing activities.

This position requires travel to UW System meetings and in-state placement testing.

Responsibilities

Overview:

  • Manage Front Desk Operations
  • Manage select financial operations
  • Lead Regional Placement Testing and ACT-Residual Test Operations
  • Serving as the Employment Unit Coordinator for Student Employees

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A. Coordinates centralized Testing Services tasks (25%)

  • Manages the departmental email account (oshtesting@uwosh.edu) 
  • Maintains and updates the Testing Services website (uwosh.edu/testing)
  • Greets and directs clients to the appropriate staff or area of Testing Services
  • Recruits, hires, trains, and supervises student or LTE employees for the Testing Services central desk
  • Ensures sufficient supplies for all Testing Services units through regular inventory and ordering of materials
  • Coordinates department mail including ordering unit maps, envelopes, & letterhead, preparing and sending mailings, distributing unit mail, and serving as the Postal Services contact
  • Completes basic clerical duties to ensure efficient business operations

B. Manages select financial tasks (30%)

  • Manages department cash handling including collection, deposit, and reconciliation of testing fees as well as maintaining documentation of cash handling procedures
  • Communicates relevant cash handling, purchasing, and other financial procedures to Testing Services staff.
  • Creates invoices, TTR's and manage billing-related matters for internal and external services 
  • Coordinates blanket purchase orders, direct payment requests, quotes, and administration of contracts under the supervision of the Director
  • Manages office equipment and supply purchases.
  • Maintains all purchasing requests, records, and files, as needed
  • Annually revises the Testing Services fee schedule in consultation with the Director before submission to Finance & Administration

C. Coordinates University of Wisconsin System Placement Testing Activities (30%)

  • Serves as the Regional Placement Testing Site Coordinator for the Oshkosh campus with the UW System and attends the annual Site Coordinators meeting
  • Coordinates all aspects of Saturday Regional Placement Testing dates including hiring and training student & LTE staff; reserving classroom space; ordering test materials; completing payroll; ensuring test security; preparing invoices; and accurately communicating information to students and families
  • Manages UW System Placement Testing accommodation requests with the appropriate office (Accessibility Center, Project Success, UW Center for Placement Testing) and colleagues to ensure an equitable testing experience

D. Serves as a backup to units of Testing Services (10%)

  • Completes all necessary training and completes work in Test Scanning & Scoring, as needed
  • Completes all necessary training and oversees the Classroom Testing Area, as needed

E. Miscellaneous (5%)

  • Participates in departmental activities related to mission, vision, goals, quality standards, and other initiatives
  • Engages in the National College Testing Association (NCTA) professional development activities, as appropriate
  • Participates in department and university activities and opportunities, as appropriate
  • Other duties as assigned
Qualifications  
Required:
  1. Effective oral and written communication skills to communicate, interact, establish, and maintain relationships with a diverse community of internal stakeholders and external stakeholders, including students, parents, and families, through in-person interactions, written correspondence, and via the internet.
  2. Basic computer skills to prepare documentation; perform data entry and retrieval utilizing word processing (e.g. MS Word), spreadsheet software (e.g. MS Excel).
  3. Ability to work independently, plan and organize complex tasks, problem solve, establish priorities and complete multiple concurrent tasks.
  4. Ability to read, analyze, and comprehend information and make effective decisions.
  5. Ability to maintain confidentiality integral to students’ right to privacy and use discretion in responding to confidential matters, including knowledge of medical conditions.
Preferred:
  1. Completion of a Bachelor's degree or any equivalent combination of experience, training and/or education
  2. Previous experience working in a college or university environment.
  3. Previous experience in a testing environment (paper & pencil testing, computer-based testing, test scoring, national test administration (ACT, SAT), etc.
  4. Previous experience with QuickBooks, WISDM (UW System Finance System), and/or other financial management systems.
  5. Previous cash handling experience
  6. Knowledge of FERPA and PeopleSoft
To Apply:

Applicants must submit the following documents using the online application:

  1. Cover Letter
  2. Resume
  3. Three Professional References (Name, Title, Email, Phone)
  4. Unofficial Transcripts

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

Application Deadline:

TO ENSURE CONSIDERATION: Applications received by October 10, 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.

Legal Notices:

AA/EO Statement
The University of Wisconsin Oshkosh (UWO) is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. We strongly encourage women, minorities, people with disabilities and veterans to apply. UWO, in compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, does not discriminate on the basis of race, color, national origin, religion, sex, sexual orientation, gender identity/expression, disability, or protected veteran status.

Reasonable Accommodations
UWO provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability, please contact afaction@uwosh.edu or 920-424-1166. This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.

Confidentiality of Applicant Materials
UWO is a State agency and subject to Wisconsin's Open Records Law. UWO will not, however, reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsin's Open Records law. In certain circumstances, the identities of "final candidates" and/or the identity of the appointed applicant must be revealed upon request.

CBC & Reference Check Policy
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.

Work Authorization
The University of Wisconsin Oshkosh does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term.

Annual Security and Fire Safety Report (Clery Act)
For the UWO Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see https://uwosh.edu/police/, or call UWO’s Police Department, at (920) 424-1212 for a paper copy.

 

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Equal Opportunity and Affirmative Action Employer

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


Reasonable Accommodations

The University of Wisconsin Oshkosh is committed to the full inclusion of all qualified individuals. As part of this commitment, UW Oshkosh will ensure that persons with disabilities are provided reasonable accommodations. If a reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact the Office of Human Resources, Equal Opportunity, Equity & Affirmative Action, (920) 424-1166 or afaction@uwosh.edu.