||Administrative Assistant I
||Central Office Manager
||$19.00 per hour
|Terms of Employment:
Under the supervision of the Associate Director of Resident Life, Housing Operations, the Central Office Manager for the Department of Residence Life at the University of Wisconsin Oshkosh is responsible for the supervision and oversight of all activities related to the department’s central office. This position also preforms or assists with special duties and projects throughout the year and during the summer as needed. The qualified candidate will work both independently and as a team member to ensure a wide range of deadlines are met. Strong communication, organization, and priority serves as a department and campus resource.
Standard work hours are Monday through Friday, 8:00 a.m. to 4:30 p.m. Hours may be adjusted during academic break periods. Additional hours will be required during Labor Day weekend and may also be required for opening of Spring semester.
UW Oshkosh provides a competitive benefits package for all benefit-eligible positions. Click here for more details.
Oversee and supervise the Department of Residence Life’s Central Office reception and communications 50%
- Greet the public by presenting self in a manner both physically and verbally appropriate as a representative of the Department of Residence Life.
- Act as a resource person in answering inquiries or referring individual to appropriate person or department; maintain a strong working knowledge of department policies, procedures, and important dates.
- Answer and screen incoming phone calls as well as evaluating requests for information, responding to requests, referring requests to the appropriate individual or offices, taking, and relaying clear, complete messages.
- Manage the departmental email account (email@example.com) including responding to messages; copying correspondence into StarRez; forwarding messages to the appropriate individuals for response; and providing timely communication.
- Exercise confidentiality, discretion, care, and exceptional customer service in all dealings with students, parents, families, external customers, and campus partners.
Support department cash handling and contract vendor functions 20%
- Serve as the primary back-up to the Operations Support Manager (Residence Life Cash Manager)
- Assists in the management of all contingency fund cash advances necessary to maintain the operation of all elements of the Department of Residence Life (Gruenhagen Conference Center, EAA, OPE, summer resident) as well as supervising the collection of revenue from Residence Life facilities, regulating cash register procedures based on University and State guidelines for revenue receipts.
- Assisting in the daily, weekly, and monthly reporting which includes revenue deposits, laundry funds, change machine reports, error reports, credit card fees, manual and Touchnet transaction auditing for Residence Life, StarRez, GCC, EAA, OPE, Horizon Village, and Taylor Hall, and tracking of the cash flow for the on-site funds and safe reports
- Reconcile and deposit cash operations of large on campus conferences (Badger State Girls, OPE, EAA, Special Olympics, etc.)
Administer hourly-paid student employee payroll 10%
- Maintain records for all hourly-paid Department of Residence Life employees including: posting student employment positions on the website and MYUWO Portal; maintaining confidentiality with all paperwork and ensuring it is delivered to Human Resources; and managing all files for student employees including evaluations, exit surveys, documentation, and information on if a student was released from the position.
- Manage payroll for Department of Residence Life student employees including conducting criminal background checks for all hourly-paid student employee applicants; completing all necessary payroll paperwork with new hires; entering and managing student appointments on the HRS website; and process salary increases for all hourly-paid student employees.
- Maintain a payroll manual and train staff on payroll procedures; provide ongoing education to ensure payroll policy compliance.
Provide general office support functions 15%
- Coordinate all aspects of the department's room reservation process including management of small meeting rooms in the office suite, reviewing all Room Reservation requests in MyUWO Portal or other centralized system for residence hall spaces, coordinating room use with hall staff, verifying room requests, providing follow up information to requesters, and ensuring accurate room reservation records.
- Operate office machines, including copiers, computers, fax machines, credit card machines, and cash registers.
- Perform various clerical duties including photocopying, filing, distributing posters and resident mailings to office hall mailboxes, assisting with large mailings, and assisting with miscellaneous clerical tasks periodically.
- Assist in special and general department projects as needed.
- Hiring/training/supervising student employees in the central office.
- Serve on various Department of Residence Life committees and participate in regular staff Meetings
- Review and provide suggestions on forms and processes to develop efficiencies and improve the end user experience.
- Participate in webinars, e-learning, campus professional development, and occasional travel to conferences and meetings to improve working knowledge of best practices in university housing and customer service.
- Assist in special and general department projects as needed
- Other duties as assigned by the supervisor or Director, Associate Directors, and Coordinators.
- 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.
- Strong communication skills that are clear, effective, and sensitive, whether it be in person or by telephone or in writing.
- Demonstrated experience providing exceptional customer service to people, in positive, negative, or crisis modes, and acting as a resource.
- Basic computer skills to prepare documentation; perform data entry and retrieval utilizing word processing (e.g., MS Word), spreadsheet software (e.g., MS Excel).
- Demonstrated experience working independently, planning and organizing complex tasks, problem solving, establishing priorities and completing multiple concurrent tasks.
- Demonstrated experience in maintaining confidentiality integral to an individual's right to privacy and use of discretion in responding to confidential matters.
- Working experience planning and organizing complex tasks, problem solving, establishing priorities, and completing multiple concurrent tasks.
- Demonstrated commitment to diversity, equity, and inclusion
- Knowledge of web content management systems (e.g., WordPress).
- Knowledge of calendar applications (e.g., Google Calendar).
- Previous experience with college or university housing.
- Previous experience with StarRez or other housing information system (e.g., RMS, CBord, eRezLife).
- Previous experience with student information systems (e.g., PeopleSoft).
- Knowledge of Buckley, FERPA, and HIPAA policies and restrictions.
- Previous experience maintaining confidentiality and using discretion in responding to confidential matters.
- Bachelor's degree.
Applicants must submit the following documents using the online application: Cover Letter, Resume, and Contact information for three references.
For questions regarding your application and additional options to apply, contact Human Resources at firstname.lastname@example.org or 920-424-1166.
TO ENSURE CONSIDERATION: Applications received by May 27, 2022 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.
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.
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.
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 email@example.com 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.
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.