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Office Manager

Apply now Job no: 498457
Work type: Full-time
Location: Oshkosh Campus
Categories: University Staff

Working Title: Office Manager
Official Title: Office Associate
Employment Class: University Staff
FTE: 1.0
Compensation: $15-$16/hour, depending on qualifications
FLSA Status: Non-exempt
Terms of Employment: Continuous
Position Summary: This individual is part of the UW Oshkosh Children’s Center Administrative team. The candidate must be able to engage in all job-related activities with contacts from within and outside the University in a courteous and professional manner, can manage multiple tasks and effectively organize work, is able to deal with and adapt to change and work effectively with two supervisors. This person must have strong organizational skills that allow for the ability to juggle many tasks, sub for teachers and childcare aides in classrooms, working knowledge of MS Office, People Soft, and be able to handle confidential information in an ethical and professional manner and can stay calm and assist in the event of a crisis.
Responsibilities

Public Relations/Building Security: 1. Greet children and families as they enter the Center. 2. Monitor access and activate door when necessary 3. Maintain access list, notifying Facilities Management of activation and deactivation as necessary 4. Answer the phone 5. Act as liaison, when necessary, with the public as related to Children's Center policies and procedures/general questions. 6. Maintain a proper supply of forms for child registration, student employment and staff required forms 7. Maintain center website

Purchasing: 1. Maintain inventory of consumable products 2. Order consumables needed by center within established budget guidelines. 3. Manage MDS and credit card statements. 4. Complete DPR's and Purchase Orders as needed after approval by Assistant Director. 5. Purchase capital items, after approval by Assistant Director, using established University Purchasing process.

Food Service Program: 1. Complete monthly reports for Food Service. 2. Post weekly menu's in HiMama (childcare database) for parent access. 3. Complete necessary documentation for participation in CACFP.

Enrollment Management: 1. Assist with the collection and filing of children's paperwork in a timely manner, making sure required forms are up to date. 2. Communicate with parents/guardians regarding missing paperwork. 3..Complete annual immunization reporting . 4. Maintain enrollment packets.

Center coverage: 1.Substitute for childcare aides in classrooms when needed 2. Substitute for the kitchen staff as needed 3.Open/Close the Center in the absence of the Director or Assistant Director.

Student Payroll 1. Reconcile time sheets from HiMama to HRS (payroll system). 2. Contact student childcare aids regarding time sheets, if necessary.

Health and Safety: 1. Schedule and document necessary fire drills and tornado drills. 2. Maintain health records of children. 3. Schedule necessary health and safety trainings for staff. 4. Post notices of communicable disease within the center. 5. Submit necessary work orders for repairs in the center.

Qualifications  
Required: 1. Two or more years of experience in an administrative support position.
2. Experience working with MS Office 365 software.
3. Ability to handle confidential information in an ethical and professional manner.
4. Communicate skills to professionally represent the Children’s Center with parents, University and Oshkosh communities and any others having contact with the Children’s Center.
5. Willingness to take Early Childhood courses to meet Assistant Teacher status. 
6. Demonstrated commitment to diversity, equity, and inclusion. 
Preferred: 1. Three or more years' experience in an administrative support position.
2. Early Childhood courses preferred to meet assistant teacher status
3. Experience working in a childcare center
4. Experience with Child and Adult Food Program standards and documentation.
5 Experience with university processes such as HRS, Purchasing, WISDM, etc.
To Apply:

Applicants must submit the following documents using the online application:

Cover letter outlining how the applicant meets the required and preferred qualifications, an updated resume, and contact information for three (3) professional references, including email addresses.

For questions regarding your application and additional options to apply, contact Human Resources at recruitment@uwosh.edu 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 2021. Job duties and responsibilities will remain the same. For more information please visit: wisconsin.edu/ohrwd/title-and-total-compensation-study/.

Application Deadline:

TO ENSURE CONSIDERATION: Applications received by June 11, 2021 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.

DEI Statement
Diversity drives innovation, creativity, and progress. At the University of Wisconsin Oshkosh, the culture, identities, life experiences, unique abilities, and talents of every individual contribute to the foundation of our success. Creating and maintaining an inclusive and equitable environment is of paramount importance to us. This pursuit prepares all of us to be global citizens who will contribute to the betterment of the world. We are committed to a university culture that provides everyone with the opportunity to thrive.

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 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.