Office Support (USTE)-11659

UW-Whitewater


INTRODUCTION:


UW-WHITEWATER CONTINUALLY ACCEPTS APPLICATIONS FOR UNIVERSITY STAFF TEMPORARY EMPLOYMENT (USTE).

Full-time students may not be eligible for University Staff Temporary Employment.

Per Wisconsin State Statute, USTE's must be residents of Wisconsin. Residents of other states may not be hired as an USTE.

JOB DUTIES:

The job duties for these positions vary by title, however some examples may include:

A. General Office Duties

  1. Greet visitors, provide information, accept and relay messages, refer to appropriate faculty or office.
  2. Oversee and maintain departmental equipment, furniture, keys, and office supplies (including business cards and photocopy machine). Order office supplies, coordinate equipment purchases, and complete maintenance requests.
  3. Establish/maintain accurate inventory of capital/non-capital items.
  4. Maintain inventory of printed marketing items in cooperation with the Communications and Marketing Coordinator. Work with University Mail Room and Printing Services to mail various publications
  5. Attend pertinent meetings, workshops and seminars relevant to the enhancement of job performance as time permits.
B. Office Administration
  1. Ensure accuracy of University, unclassified, and student staff hours and leave reports.
  2. Help coordinate new staff searches.
  3. Perform various data entry tasks as they arise.
  4. Develop and carry out an application maintenance system with the University Archivists for Records Retention Disposition Authorization.
  5. Maintain accurate, current event and meeting files and documents.
  6. Maintain office financial records on budget expenses and balances, and verify and reconcile monthly expenditures.
  7. Provide assistance with preparation of brochures, flyers, pamphlets, program agendas, graphs/charts as well as digital media including web pages on behalf of Directors, Assistant Directors, and Academic Coordinators.
C. Correspondence and Processing
  1. Maintain contact and serve as liaison with other college departments, campus offices, or general public in coordinating departmental functions and providing information.
  2. Take minutes at meetings as necessary; prepare and distribute minutes and other reports as required.
  3. Request cash travel advances and report expenses per system policy.
  4. Schedule and maintain appointments and meetings
D. Office Management
  1. Participate in decisions for physical needs of Department.
  2. Independently responsible for the operation of and training on the Departmental computers.
  3. Provide occasional project and staff support as needed.
  4. Actively participate on event coordination teams to establish event goals and delegate responsibilities appropriately.
  5. Take the lead in event management, including but not limited to, room reservations and set up, catering orders, invitations and registration, print materials, décor and entertainment, and invoice processing.
  6. Coordinate event related marketing or print materials.
  7. Develop and implement office procedures and processes as appropriate.

QUALIFICATIONS:

The qualifications required for these positions will be determined at the time of recruitment. Below are some examples from common office support positions.

Knowledge Skills & Abilities
  • Extensive knowledge of various uses of computer applications such as spreadsheets, databases, and word processors. The tools include Windows operating system, Microsoft Office, Excel, Adobe Acrobat, Calendar, and web tools.
  • Skilled in typing proficiency and excellent 10-key skills. Basic accounting knowledge.
  • Effective problem-solving techniques and decision-making skills in difficult situations.
  • Excellent written and oral communication skills and familiarity with business style format.
  • Ability to exercise considerable independent judgment, attention to detail, and high level of accuracy.
  • Excellent organizational skills and the ability to prioritize and organize a variety of activities and projects simultaneously.
  • Capacity to take initiative on projects and office duties, and a willingness to learn new processes.
  • The ability to delegate work to appropriate staff, such as student employees.
  • Ability to train and supervise student employees.
  • Knowledge of basic supervisory techniques in order to monitor and evaluate work and provide information for performance evaluations.
  • Excellent interpersonal skills and the ability to provide accurate and efficient service to staff, clients, other campus personnel, the general public, and vendors.
  • Ability to interact respectfully with people from diverse socioeconomic, cultural and ethnic backgrounds.
  • Wiillingness and ability to be an active participants in following applicable safety rules and regulations including necessary training and drills.
SPECIAL NOTES:

The University of Wisconsin-Whitewater is a regional comprehensive university with an enrollment of more than 12,000 students. UW-Whitewater has reached record enrollment four of the last five years and offers 50 majors in four colleges. UW-Whitewater also offers 15 master's degree programs and recently added a Doctorate of Business Administration. UW-Whitewater students achieve excellence in the classroom and on the playing field. In the 2014-15 academic year, UW-Whitewater was the first university in NCAA history at any level to win national championships in football, basketball and baseball all in the same year. The campus offers more than 200 student organizations and is a vital economic engine for southeastern Wisconsin. UW- Whitewater is situated on 400 acres of land and has an annual budget of more than $219 million. - See more at: www.uww.edu/news

The University of Wisconsin-Whitewater is an Equal Opportunity and Affirmative Action Employer, and actively seeks and encourages applications from women, people of color, persons with disabilities, and all veterans.

UW-Whitewater conducts criminal backgrounds checks as a contingency to employment. A criminal background check will be conducted prior to an offer of employment.

For UW-W Campus safety information and crime statistics/annual Security Report, see http://www.uww.edu/annual-safety-report or call the Dean of Students office at: 262-472-1533 for a paper copy.

HR CONTACT:

If you have questions regarding this recruitment, or if you are unable to complete the application online due to a disability or system problem, please contact Human Resources & Diversity at 262-472-1024 or hrstudent@uww.edu.

HOW TO APPLY:

A complete application for a University Staff Temporary Employment Office Support position at the University of Wisconsin-Whitewater includes the following documents:
  • Resume
  • List of 3 professional references
This Job ID is 11659.

Who are you?

A potential applicant who is NOT currently employed by the University of Wisconsin System, click here: UW-Whitewater External Applicants

A current employee of the University of Wisconsin System, click here: UW-Whitewater Internal Applicants

Before you get started with the online application process, we recommend you preview the frequently asked questions (FAQs) by selecting the link below.
Apply Online FAQs