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Administrative Specialist

Apply now Job no: 497589
Work type: Full-time
Location: Oshkosh Campus
Categories: Non-Instructional Academic Staff

Working Title: Administrative Specialist
Official Title: Administrative Specialist
Employment Class: Non-instructional Academic Staff
FTE: 1.0
Compensation: $45,760
FLSA Status: Exempt
Terms of Employment: Annual, Fixed Term-Terminal
Position Summary:

Reporting directly to the CCDET Co-Directors, this position provides programmatic and high-level administrative support to CCDET.  The person in this position works closely with the CCDET Co-Directors to coordinate complex and diversified projects.  Teamwork, critical thinking and flexibility are required. 

The ideal individual will have the ability to exercise excellent judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities. Under limited supervision, the Administrative Specialist will have the ability to work independently on projects, from conception to completion, and must be able to work effectively under pressure to handle a wide variety of activities and confidential matters with discretion.


Goal A (50%): Provide programmatic and high-level administrative support to CCDET Co-Directors
1. Provide oversight to contracts, expenditures and personnel files.
2. Research and solicit targeted information for projects. Collect information to develop reports for CCDET Co-Directors.
3. Develop and maintain project budgets.
4. Travel periodically to exhibit for CCDET projects at various conferences and events throughout the year.
5. Develop and manage marketing materials for various projects.
6. Provide human resources support as needed.
7. Generate quarterly reports (narrative, costs and participant numbers) for numerous CCDET projects.
8. Provide program support assistance as needed.
9. Daily oversight of CCDET main office functions including mail collection and distribution, main office equipment functioning, completing work requests, and filing.
10. Review and process Direct Payment Requests, Travel Expense Reports, Meal Requisitions, and other paperwork prior to submission for payment.
11. Create, review, format and edit forms and documents as needed.
12. Compose correspondence as needed.
13. Maintain all office equipment and contact appropriate repair services when needed.

Goal B (20%): Coordinate CCDET training schedule and manage training sites
1. Research potential training venues statewide.
2. Contact venues (conference centers and hotels) to schedule trainings for various CCDET projects.
3. Negotiate contracts with venues and obtain approval signatures.
4. Prepare Direct Pay Requests and Meal Requisitions and obtain signatures as needed.
5. Organize and maintain all contracts, project files and supporting documents.
6. Determine document printing needs and order through NowDocs.
7. Pack all training materials and deliver to training site as needed.
8. Travel occasionally to attend trainings statewide as needed and work collaboratively with training staff.
9. Design and implement training evaluation surveys.
10. Reconcile training costs with entries in WISDM (Wisconsin Data Mart).

Goal C (15%): Provide purchasing support for CCDET
1. Upon receipt of approved purchase request, order items from numerous online ordering websites.
2. Reconcile and reallocate monthly P-card and Staples purchases.
3. Maintain accurate purchasing records.
4. Maintain and update the office’s inventory of supplies.

Goal D (5%): Provide support for CCDET meetings
1. Serve on CCDET All Staff Planning Committee and CCDET Strategic Planning Team.
2. Reserve meeting locations for scheduled meetings.
3. Provide administrative support as needed.

Goal E (5%): Criminal Background Check (CBC) for Truancy Intervention Program (TIP) Mentors
1. Upon receipt of CBC application, request extensive checks through numerous websites.
2. Complete Criminal History Procedure Checklist for TIP manager.
3. Maintain all CBC records in locked file cabinet.
4. Process all invoices for payment.

Goal F (5%): Serve as a positive ambassador (representative) for UW Oshkosh CCDET
1. Maintain positive working relationship with funding source(s).
2. Be responsive and timely to requests from funding source(s).
3. Ensure that all communications with funding source(s) and partners are professional, including email, phone, meeting participation and written communications.
4. Maintain a working knowledge of CCDET projects (and provide information to partner agencies as appropriate).
5. Serve as a resource for other CCDET staff as well as partner staff, as needed.
6. Strive to achieve CCDET-wide identified competencies.

Required: • Advanced Microsoft Office skills – including Word, Excel, PowerPoint
• Effective interpersonal and written communication skills including email
• Experience with identifying and implementing changes as processes, technologies or service needs dictate
• Strong problem-solving skills
• Self-directed with ability to work independently
• Ability to work collaboratively in a team atmosphere
• Strong attention to detail
• Evidence of being highly organized
• Ability to maintain strict confidentiality of records and personal information
• Willingness to travel statewide
• Ability to obtain approval for Driver Authorization through UW Oshkosh
• Ability to successfully complete Criminal Background Check
Preferred: • Bachelor’s Degree
• Experience working with grant/contract funded programs
• Create online training storyboards from training outline materials. Collaborate with subject matter experts and online training developer.
• Experience with online evaluation software, such as Qualtrics and/or Quia
• Experience using WISDM
• Experience working within a University environment
To Apply:

Applicants must submit the following documents using the online application:

Cover letter, resume, contact information for three professional references and answers to written assessment

Finalist(s) will be required to provide contact information for their current supervisor.

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

The University of Wisconsin System is engaged in a Title and Total Compensation (TTC) project to redesign job titles and compensation structures. As a result of the TTC project, official job titles on current job postings may change in Spring 2020. Job duties and responsibilities will remain the same. For more information please visit:

Application Deadline:

TO ENSURE CONSIDERATION: Applications received by February 24, 2020 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 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, 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.

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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