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AVCEM & Student Affairs Administrative Assistant

Apply now Job no: 498743
Work type: Full-time
Location: Oshkosh Campus
Categories: University Staff

Working Title: AVCEM & Student Affairs Administrative Assistant
Official Title: University Services Program Associate
Employment Class: University Staff
FTE: 1.0
Compensation: $16.04
FLSA Status: Non-Exempt
Terms of Employment: 12-month, Continuous
Position Summary:

The AVCEM & Student Affairs Administrative Assistant performs a series of key project and administrative tasks under the immediate direction of the executive staff and oversees the work of 2-4 student employees. In this capacity, the incumbent must exercise a significant degree of independence and latitude for decision-making. This incumbent works under minimal supervision and develops their work schedule in conjunction with the executive staff to meet program requirements.

The individual in this position must provide exceptional customer service and balance multiple projects and deadlines in a fast-paced environment that values student growth and development. The individual in this position must also be prepared to assist students in times of crisis or with sensitive concerns.

UW Oshkosh provides a competitive benefits package for all benefit-eligible positions. Click here for more details.
Responsibilities
  1. Provide administrative support for Assistant Vice Chancellor for Enrollment Management (AVCEM) (45%)
  1. Administrative support for Assistant Vice Chancellor for Enrollment Management
    1. Serve as the AVCEM’s liaison with internal stakeholder and to UW System administrators, legislators, State agency officials, local government officials, national educational associations, business leaders, and community leaders and organizations for the purpose of arranging for the successful communication of information among the Vice Chancellor's office and the above constituents.
    2. Serve as a resource person to individuals calling or visiting the AVCEM. Respond to inquiries through verbal or written communication. Draft responses for forwarding under own or the AVCEM’s signature.
    3. Request information from various sources within and outside the UW System. Collect, analyze, and tabulate materials gathered, preparing reports. Conduct research or investigations to assist the AVCEM in preparing final replies to university officials, university departments, the UW System Board of Regents, other UW institutions and other agencies.
    4. Draft and finalize all correspondence and reports for the AVCEM’s review. Edit for technical writing accuracy, appropriateness and style. Finalize and distribute completed documents.
    5. Schedule the AVCEM's staff meetings, identifying and inviting participants. Prepare meeting agendas and reserve meeting space. Attend meetings and record minutes when requested.
    6. Initiate the AVCEM's responses to deadlines; maintain a calendar of both the dates and the sources (e.g., on-campus, UW System, State of Wisconsin, City of Oshkosh, etc.) of said deadlines; monitor progress on meeting those deadlines and what documents/responses are required.
    7. Assist with event planning, including catering and room reservations.
    8. Work on specific projects as assigned.
    9. Assist with scheduling travel, lodging, transportation, and conference arrangements and provide support for processing reimbursements.
    10. Manage and maintain budget in WISER for enrollment management. 
  1.  Provide administrative and project support for the Student Affairs Office.   (45%)
  1. Office assistant and support
    1. Work closely with the Executive Assistant/Office Manager of the Student Affairs Office to complete day to day tasks and effectively operate the office.
    2. Serve as the main resource person to individuals calling or visiting the Student Affairs Office. Respond to inquiries through verbal or written communication.
    3. Supervise day-to-day office operations; responsible for the organization and coordination of executive and administrative staff and student workflow.
    4. Maintain an excellent, professional relationship with staff members across campus and provide assistance whenever possible.
    5. Maintain the office-filing system, which protects confidentiality of the Division of Student Affairs files and assist in establishing and revising rules and office procedures.
    6. Increase efficiency and effectiveness of office operations by exercising organizational and judgmental skills to recommend and implement changes where needed.
    7. Recommend office staff agenda items, attend office staff meetings and record minutes when requested.
    8. Organize and monitor shared drive information.
    9. Maintain office calendars including reservations for conference room.
    10. Work on specific projects as assigned by executive staff.
    11. Administrator for scholarships assigned to the Student Affairs Office.
  2. Student Affairs Office Budget
    1. Determine and recommend purchase estimates and anticipate office needs.
    2. Work independently on implementing changes and cost-saving measures in order to stay within budgetary constraints.
    3. Prepare and process budget forms (invoices, travel, central stores, pay vouchers, purchase requisitions, TTR and vehicle request forms).
    4. Monitor and maintain monthly reconciliation of WISER for all Student Affairs Office accounts.
    5. Advise and assist executive staff and other professional staff on budget policies and procedures; gather information and make recommendations regarding purchases, as requested

   III.   Student Affairs Website and Social Media (5%)

  1. Manage, monitor and create engagement on Student Affairs social   media accounts currently in use and add accounts as applicable.
  2. Provide project support for office publications and office web sites.
    1. Monitor and review the web site for updates on a regular basis.
      1. Work with UMC to ensure website is up to date and follows UWO/UWS policies.
    2. Maintain Division of Student Affairs directory and email list.
    3. Create and distribute monthly division of student affairs newsletter.

 

  1. Other Duties as assigned (5%)
Qualifications  
Required:
  • High School degree or equivalent
  • Demonstrated commitment to diversity, equity, and inclusion
  • Experience with:
    • Writing clearly and accurately, using correct grammar and punctuation, articulate clearly and concisely
    • Collaborate effectively with administrators, faculty, staff, students and their families, co-workers, and the general public
    • Understanding and providing excellent customer service
    • Information and records management while maintaining discretion and strict confidentiality
    • Prioritizing to accomplish work within deadlines while meeting customer service standards, including the successfully interacting with a variety of customers, frequent interruptions by phone and personal inquiries, and lengthy periods of intensive, detail-oriented work
    • Collect, format, report, and use statistical and written data
  • Proficiency in the use of computers, including Microsoft Office software applications (e.g. Excel, Word, PowerPoint, etc.), calendars (i.e. Google and Outlook), and other software applications
  • Exude a high level of professionalism through strong interpersonal communication skills.
  • Work independently for significant periods of time with a high degree of practical knowledge and skill.   Requires independent decision-making and discretion while carrying out plans developed, planned, and managed by professional employees.
  • Basic knowledge of record keeping practices - accounts payable and receivable; develop, maintain and reconcile various accounts and purchases; cash handling and audit of accounts; budget maintenance.
  • Multi-task and keep diverse projects moving forward and on time.
  • Willingness to anticipate, identify and make suggestions to implement changes as processes, technologies or service needs dictate.
Preferred:
  • Bachelor’s Degree
  • Experience successfully planning events and making travel arrangements
  • Knowledge of complex computer-based financial accounting management systems (WISER)
  • Functional expertise with PeopleSoft Student Information System to retrieve and extract information.
To Apply:

Applicants must submit the following documents using the online application:

Resume, cover letter, and contact information for 3 references

 

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 October 25, 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.