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AVCEM Administrative Assistant & Division of Student Affairs Office Manager

Apply now Job no: 500324
Work type: Full-time
Location: Oshkosh Campus
Categories: Non-Instructional Academic Staff

Official Title: Administrative Assistant III
Business Title: AVCEM Administrative Assistant & Division of Student Affairs Office Manager
Employment Class: University Staff
FTE: 1.0
Compensation: $22.00 per hour
FLSA Status: Non-Exempt
Terms of Employment: 12-month, Continuous
Position Summary:

Reporting to the Assistant Vice Chancellor for Enrollment Management (AVCEM), the AVCEM Administrative Assistant & Division of Student Affairs Office Manager, under limited supervision, provides administrative support to the AVCEM and other staff in the Office of Student Affairs. The individual will perform key projects and administrative tasks; serve as a primary point of contact for internal and external stakeholders to obtain, provide or exchange information; supervise the work of 2-4 student employees; perform various responsibilities in support of the daily operation of the AVCEM and Office of Student Affairs. 

In this position, the incumbent is required to work in-person during normal office hours. In all areas of responsibility, the Administrative Assistant must demonstrate ability to independently organize and prioritize work, meet multiple and concurrent deadlines/projects, pay close attention to details, and quickly adjust and make decisions to resolve problems. The individual must be able to provide exceptional customer service in a fast-paced environment that values student growth and development, including being prepared to assist students in times of crisis or with sensitive concerns. 

Overview:

  • Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
  • Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums
  • Prepares and audits complex records, edits documents, and reviews work done by others
  • Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures
  • Develops, implements, and maintains methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures

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

Responsibilities

I. Provide administrative support for Assistant Vice Chancellor for Enrollment Management (45%) 

 A. Administrative support for Assistant Vice Chancellor for Enrollment Management (AVCEM) 

  1. Serve as the AVCEM’s liaison with internal and external stakeholders to arrange successful communication of information. 
  2. Serve as a resource person and respond to inquiries via phone, in person, and through other communication mediums for AVCEM.  
  3. Research, request, collect, analyze, and tabulate materials and information from various sources within and outside the UW System for the AVCEM. 
  4. Draft and finalize correspondence for the AVCEM’s review. Edit for technical writing accuracy, appropriateness, and style. Finalize and distribute completed documents. 
  5. Schedules logistics and secure resources for meetings, conferences, travel, and work unit operations. 
  6. Initiate the AVCEM's responses to deadlines; maintain a calendar of both the dates and sources (e.g., on-campus, UW System, State of Wisconsin, City of Oshkosh, etc.) of deadlines; monitor progress on deadlines and documents/responses 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. 

II. Provide administrative, managerial and project support for the Student Affairs Office (45%)  

 A. Office Assistant 

  1. Serve as a resource person and respond to inquiries regarding the Student Affairs Office via phone, in person, and written communications. 
  2. Coordinate executive and administrative staff with regards to office policy and procedures; provide training as needed. 
  3. Supervise day-to-day office operations, including organization and coordination of executive and administrative staff and student workflow. Increase efficiency and effectiveness of office operations by recommending and implementing changes where needed. 
  4. Maintain an excellent, professional relationship with staff members across campus and provide assistance whenever possible. 
  5. Maintain the office filing system and shared drive information; establish/revise procedures to protect confidentiality of files and information.  
  6. Maintain office calendars including reservations for conference room. 
  7. Work on specific projects as assigned by executive staff. 
  8. Administrator for scholarships assigned to the Student Affairs Office. 

 B. Supervision of Student Employees 

  1. Approve bi-weekly timesheets for student employees and maintain accurate records of student hours worked, student work-study earnings, limitations, and balance in payroll budgets.  
  2. Recruit, hire, schedule, train, evaluate and terminate student employees. 
  3. Coordinate student employee employment paperwork with employee unit coordinator designee (EUC). 

 C. Provide project support for office publications and office websites.  

  1. Monitor and review the website for updates on a regular basis. Work with UMC to make necessary updates. 
  2. Maintain Division of Student Affairs directory and email list. 
  3. Manage Student Affairs Office Social Media accounts (e.g., Facebook).  
  4. Create and distribute monthly division of student affairs newsletter. 

 D. Student Affairs Office Budget 

  1. Anticipate office needs, determine, and recommend purchase estimates such as office supplies and office equipment. 
  2. Advise and assist executive staff and other professional staff on budget policies and procedures; gather information and make recommendations regarding Student Affairs purchases, as requested.  
  3. Monitors budgets and reviews and approves expenditures: prepare and process budget forms (invoices, central stores, direct pay vouchers, purchase requisitions, and TTR forms).

III. Other duties as assigned (10%) 

Qualifications  
Required:
  • High School Diploma or equivalent 
  • Demonstrated commitment to diversity, equity, and inclusion. 
  • Experience providing excellent customer service 
  • 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. 
  • Knowledge and experience with administrative support tasks, and information and record management.  
  • Excellent written and oral communication skills; ability to communicate clearly and accurately, using correct grammar and punctuation. 
  • Ability to work independently and exercise decision-making and discretion while carrying out plans and projects. 
  • Basic knowledge of record keeping practices (e.g., accounts payable and receivable, purchasing, budgeting, auditing of accounts, and policy adherence). 
  • Ability to multi-task, prioritize, and keep diverse projects moving forward and on time.  
Preferred:
  • Bachelor’s Degree 
  • Experience successfully planning events and making travel arrangements 
  • Knowledge of complex computer-based financial accounting management systems (WISER) 
  • Experience with PeopleSoft Student Information System to retrieve and extract information. 
  • Experience with HRS time keeping system and Student Appointment/Payroll System – input, track, and extract data.  
  • Willingness to anticipate, identify and make suggestions to implement changes as processes, technologies, or service needs dictate. 
To Apply:

Applicants must submit the following documents using the online application: Cover letter, resume, 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.

Application Deadline:

TO ENSURE CONSIDERATION: Applications received by September 28, 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.