University Executive Staff Assistant - Administrative Affairs - 14381

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INTRODUCTION:

The Administrative Affairs Division at the University of Wisconsin Whitewater seeks a University Executive Staff Assistant.

This position provides support to the Vice Chancellor of Administrative Affairs and other staff members in the Administrative Affairs Division with a high level of administrative support and attention to detail. This position is also the main contact for the Vice Chancellor’s calendar, is responsible for preparing and reviewing correspondence, policy and contractual documents, supervising student assistants and budget preparation. The individual holding this position must maintain positive public relations at all times. In addition to maintaining a positive public relation, tact and discretion must be exercised in dealing with confidential and sensitive issues.

JOB DUTIES:

A.   Provide administrative assistance and professional administrative support for the Vice Chancellor of Administrative Affairs, including handling communications, preparing reports and schedules, supervising student employees, and coordinating office activities.

Production of confidential copy:

1. Produce rough drafts of letters, memoranda, and budget instructions from handwritten copy or other files using Word software, and then general final copy.Ensure correct spelling, grammar, punctuation, spacing, and style.
2. Create and modify PowerPoint presentations.
3. Compile tables, graphs, and charts from handwritten copy.
4. Draft selected divisional memoranda.
5. Proof numeric computations for accuracy.
6. Maintain and update the Administrative Affairs webpage information and documents as needed.
7. Create Divisional Newsletter.

Information Flow:

1. Receive telephone calls, answer inquiries, provide information, take messages, or refer or connect caller to appropriate source of information.
2. Place telephone calls to departments to provide or acquire needed information.
3. Maintain Vice Chancellor’s calendar, arrange and coordinate appointments and meetings.

Development and Maintenance of Files:

1. Implement and administer records management program.
2. File all correspondence and other office material in an appropriate subject filing system.
3. Maintain files in a neat/organized manner and control access to files.
4. Retrieve documents as needed by staff members.
5. Review files periodically to determine which documents can be placed in an inactive file, disposed of, or transferred to archives.

Procurement and Maintenance of Supplies and Materials:

1. Complete requisition/purchase order forms for the needed items and route to appropriate offices.
2. Maintain inventory of supplies in a neat, organized manner.

Coordination of Miscellaneous Office Activities:

1. Maintain and approve the leave accounting reports for divisional staff.
2. Approve payroll and timesheets online.
3. Make all travel arrangements for Vice Chancellor and prepare expense reports.
4. Deposit monthly checks.
5. Contact appropriate department for repairs to office equipment.
6. Actively participate in following applicable safety rules and regulations including necessary training and drills.
7. Manage conference room schedules.
8. Coordinate independent projects or special duties as assigned.

B.   Attend divisional meetings and set up monthly face-to-face meetings with the Vice Chancellor and divisional staff.

1. Prepare meeting agendas and distribute to members prior to the meeting along with the previous meetings minutes.
2. Arrange meeting date, time and place and keep members apprised of this information.
3. Attend meetings and prepare minutes.

C.   Provide assistance to and develop rapport with university, local, and state officials.

D.   Provide assistance with new employee searches, as necessary/required

1. Make travel arrangements for prospective applicants.
2. Set up interviews for applicants and staff members.

E.   Monitor Administrative Affairs budget and maintain monthly procurement card statements

1. Process budget transfers, as necessary.
2. Monthly review charges in WISDM
3. Maintain Division Administrative Affairs’ monthly procurement card statements and review for accuracy and completion.
4. Retrieve transfer information, either on-line or hard copy, as needed.Answer inquiries from departments, financial services, or administrators regarding budget transfers.

F.   Preparation of reports to the Board of Regents for the receipt of gifts-in-kind and academic support services agreements by UW-Whitewater.

1. Gather information pertaining to Gifts-In-Kind received annually by department.Prepare the necessary documentation to notify the Board of Regents of same, each summer.
2. Prepare fall and spring reports detailing academic support services contracts, maintain files

G.   Assist with recruitments for Administrative Affairs

1. Correspond with human resources regarding needed recruitments for the department
2. Update and file recruitment records/files
3. Coordinate interview times and place

H.   Assist in other projects and activities as deemed necessary and appropriate for successful operation of the office; coordinate with other office staff to assure uninterrupted service.

QUALIFICATIONS:

MINIMUM QUALIFICATIONS:

• Three or more years’ experience in an executive office environment.
• Advanced proficiency with Microsoft Office Suite including Word, Excel, PowerPoint, Outlook and Publisher.

DESIRED QUALIFICATIONS:

• Experience working with Budget Development and Monitoring Systems.
• Knowledge of General Ledger Processes.
• Familiarity with Procurement, Accounts Payable and cash handling procedures.

KNOWLEDGE, SKILLS AND ABILITIES:

• Effective oral and written communication skills.
• Expert problem-solver and organized thinker with exceptional attention to detail.
• Skilled at providing administrative support to high-level administrators.
• Excellent organizational skills and ability to prioritize.
• Ability to proactively evaluate and anticipate the workflow of projects and activities.
• Ability to exercise confidentiality and discretion in all aspects of the position.
• Ability to establish and maintain effective working relationships with fellow employees, other administrative officials, and the public.

CAMPUS INFORMATION:

UW-Whitewater (http://www.uww.edu) is the largest regional comprehensive university within the UW System and enjoys a reputation as a high quality residential campus located near the scenic Kettle Moraine State Forest in southeastern Wisconsin. UW-Whitewater is situated on 400 acres of land and has an annual budget of more than $219 million. UW-Whitewater is located in the community of Whitewater, which has 14,622 residents and is within convenient driving distance to the metropolitan areas of Madison, Milwaukee and Chicago. The university enrolls more than 12,000 students in more than 50 majors housed within four academic colleges. UW-Whitewater also offers 16 master’s degrees and a Doctorate in Business Administration. The university’s strategic plan can be found at: www.uww.edu/strategic-plan. It has a special mission within the UW System to serve students with disabilities and, as such, embraces the principles of universal design and is one of the most accessible campuses in the state. UW-Whitewater is a Division III NCAA university and member of WIAC (http://wiacsports.com). The campus has over 200 student organizations and is a vital economic engine for southeastern Wisconsin.

UW-Whitewater is committed to seeking and sustaining a culturally and ethnically diverse campus environment, building a diverse faculty and staff with expertise and interest in serving students with diverse needs, backgrounds, ethnicities, abilities and other distinct characteristics in respectful, sensitive and understanding ways. 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 veterans.

ORGANIZATION INFORMATION:

The University of Wisconsin-Whitewater is part of the 26-campus University of Wisconsin System (https://www.wisconsin.edu).

Wisconsin Statute 19.36(7)(b) provides that applicants may indicate in writing that their identity should be kept confidential. In response to a public records request, the University will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful final candidate will be released. See Wisconsin Statute 19.36(7)(a).

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

The University of Wisconsin-Whitewater requires that all employees be active participants in following applicable safety rules and regulations including necessary training and drills.

For UW-Whitewater Campus safety information and crime statistics/annual Security Report, see http://www.uww.edu/asfr. If you would like a paper copy of the report please contact the UW-Whitewater Police at 262-472-4660.

SPECIAL NOTES:

UW-Whitewater embraces AAC&U’s LEAP principles (http://www.uww.edu/leap) and emphasizes student, staff and faculty participation in High-Impact Practices (https://www.aacu.org/resources/high-impact-practices). The Office of Research and Sponsored Programs (http://www.uww.edu/orsp) provides support for faculty scholarly and creative activities as well as other opportunities to apply for reassigned time and/or other resources to support research activities. UW-Whitewater faculty and staff also have access to technology transfer and research resources provided by WiSys (https://www.wisys.org).

TO ENSURE CONSIDERATION:

Applications received by June 13, 2018 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. The most qualified applicants will be invited to participate in the next step of the selection process. 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 us at 262-472-1072 or hrstudent@uww.edu.

For questions regarding this position, please contact:

Victoria Johnson
HR Assistant
262-472-5542
johnsonv@uww.edu

HOW TO APPLY:

Only complete application packages will be considered. A complete application includes online submission of the following documents:

• Cover letter
• Resume
• Three professional references with address, phone number and email address

This Job ID is 14381

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.
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