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Administrative Assistant

Apply now Job no: 500166
Work type: Full-time
Location: Oshkosh Campus
Categories: University Staff

Official Title: Administrative Assistant II
Business Title: Administrative Assistant
Employment Class: University Staff
FTE: 1.0
Compensation: $21.00/hr
FLSA Status: Non-Exempt
Terms of Employment: 12-month, Continuous
Position Summary:

Provides administrative support for a department, group of professionals, or to the manager of a work group consisting of professional staff and subordinate supervisors in support of unit goals, under general supervision

Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations

Serves as a first point of contact for individuals and groups, provides basic organizational information via phone, in person and through other communication mediums, and routes more complex inquiries to the appropriate entities

Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums

Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision

Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures

Standard work schedule will be Monday-Friday, 8:00AM-4:30PM. Additional hours may be required for residence hall opening during Labor Day weekend. 

UW Oshkosh provides a competitive benefits package for all benefit-eligible positions. Click here for more details.

Responsibilities

Administrative Support-40% 

  • Prepare Staff IDs, and duty signs. Order nametags for all staff. Order business cards for the department.  
  • Submit NARFs for all student and professional staff to have access to computer programs specific to position 
  • Serve as a liaison with Dining Services and Cashier’s Office for student and senior staff meals during training and the academic year 
  • Collaborate with Financial Aid to complete the tuition disbursement for Project Assistants  
  • Provide support to hall staff 
  • Serve as a resource for Residence Hall Directors and Project Assistants 
  • Create agendas and take minutes at Central Staff and Senior Staff Meetings  
  • Gather and process information for completion of travel expense reports for reimbursement of staff related trips. Maintain a record of expenditures of A/RHDs travel and conference costs. 
  • Maintain departmental staff lists/phone list, distributing as necessary  

Support of Staff Hiring and Onboarding-30% 

  • Professional Staff Hiring 
  • Coordinate finalist interviews, including travel and hotel arrangements, meeting room reservations, preparing interview materials and overall itineraries. 
  • Process candidate travel reimbursements 
  • Maintain all candidate files  
  • Monitor Residence Life Selection email account and route emails as appropriate 
  • Process all forms for hiring Residence Hall Directors and Project Assistants, including annual rehire process and summer appointments as applicable 
  • Assign professional staff mailboxes, maintaining records of mailbox keys distribution 
  • Manage laundry card balances and distribution process 
  • Assist with Community Advisor (CA), Health Advocate (HA), Desk Manager (DM), Desk Worker and other student employee selection processes 
  • Screen candidates for minimum qualifications. Communicate with candidates who do not meet minimum qualifications.  
  • Create candidate files including application and interview forms 
  • Prepare and send correspondence to candidates 
  • Coordinate background check and payroll paperwork for CAs, HAs and other student employees as necessary  
  • Maintain records of CA stipends and coordinate the pay through Human Resources and Financial Aid  
  • Maintain confidential files and files on current and former student staff members  

General Office Support-20% 

  • Type correspondence, reports, forms, etc. for the central leadership team 
  • Provide backup coverage for the front office staff 
  • Continue education on diversity and inclusion issues by attending training and workshops, both in person and virtually  
  • Perform other duties as assigned by the central leadership teams  

Housing Operations Support-10% 

  • Assess and monitor room charges through PeopleSoft 
  • Assist in the room assignment process 
  • Aid in the enforcement of housing policy  
  • Assist in housing application set up through StarRez  
Qualifications  
Required:

Demonstrated commitment to diversity, equity, and inclusion

Strong communication and problem solving skills

Ability to work under frequent, firm deadlines

Record of success in a fast-paced, collaborative work environment

Strong organizational and record keeping skills

Demonstrated competency with computer software needed to complete job responsibilities (Microsoft Office Suite) 

Preferred:

High School Diploma 

Experience with successfully managing extensive confidential personnel files and contact information

Experience with PeopleSoft or similar program 

To Apply:

Applicants must submit the following documents using the online application:  Cover letter, resume and three professional references 

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 June 29, 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.

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.