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Administrative Assistant III

Apply now Job no: 501217
Work type: Full-time
Location: Oshkosh Campus
Categories: University Staff

Official Title: Administrative Assistant III
Business Title:  
Employment Class: University Staff
FTE: 1.0
Compensation: 18.94 to 19.73 per hour
FLSA Status: Non-exempt
Terms of Employment: Continuous
Position Summary: This position reports to the Associate Vice Chancellor for Research and Innovation and Dean of Graduate Studies at the University of Wisconsin Oshkosh. The position requires the ability to work collaboratively while using outstanding communication skills to contribute proactively to a respectful and professional environment. Responsibilities include accurate, timely and professional support to the department, graduate program directors, students, and collaborators across the University.

UW Oshkosh provides a competitive benefits package for all benefit-eligible positions. Click here for more details.
  • Schedules logistics and secures resources for meetings, conferences, and travel
  • Serves as a primary point of contact for applicants, graduate students and program coordinators, as well as other individuals and groups, and provides information via phone, in person, and through other communication media
  • Prepares and audits complex records, edits documents, and reviews work done by others
  • Provides administrative support to Graduate Council
  • Develops, implements, and maintains methods and organizational systems for record retention according to established policies and procedures
  • Responds to students’ inquiries, concerns, and needs throughout their graduate career 
  • Manages the processes related to hiring Graduate Assistants
  • Coordinates graduate student grant and scholarship applications and awards
  • Collaborates effectively across departments and programs to meet the goals of the Graduate Studies Office
  • Tracks the Graduate Studies and Research and Innovation unit budgets and prepares regular, accurate reports for the AVC/Dean
  • Processes and responds to graduate student applications according to established policies and procedures
  • Assists with targeted communication plans and materials based on established goals
  • Delivers directed admissions messaging to internal and external audiences
  • Provides support to units under the Research and Innovation umbrella as needed/requested by the AVC/Dean
  • Assists with website updates and information maintenance.
  • High school diploma
  • Minimum of two years of recent, relevant administrative support experience.
  • Demonstrated ability to manage complex issues, effectively organize work to meet deadlines, and maintain attention to details. 
  • Proficiency with Microsoft Office 365 including Word, Excel, Outlook, Teams, and SharePoint.   
  • Evidence of ability to learn and apply new software applications. 
  • Excellent written and interpersonal communication skills.  
  • Evidence of ability to exhibit initiative and independent judgment.   
  • Commitment to diversity, equity, and inclusion.
  • Positive, inquisitive, enthusiastic attitude.
  • College-level coursework or two-year associate’s degree from an accredited institution. 
  • Knowledge of purchasing, budget tracking, reporting methods, and requisite systems (i.e. WISER, PeopleSoft, and/or other general bookkeeping systems). 
  • Familiarity with web content management systems such as WordPress.  
  • Strong decision-making, prioritizing, and problem-solving skills.
  • Experience with records management, collection and interpretation of data.
To Apply:

Applicants must submit the following documents using the online application: cover letter, current resume, contact information for three professional references.

For questions regarding your application and additional options to apply, contact Human Resources at or 920-424-1166.

Application Deadline:

TO ENSURE CONSIDERATION: Applications received by the end of the day Tuesday, July 23, 2024 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 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, 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.

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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