Program Assistant Advanced Confidential - Enrollment & Retention - 14126

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INTRODUCTION:

The Division of Enrollment and Retention seeks a Program Assistant Advanced Confidential. The Division of Enrollment and Retention consists of six departments including undergraduate Admissions, Academic Advising and Exploration Center, Campus Tutorial Services, Financial Aid, First Year Experience, and Registrar. The AVC also supervises International Student & Scholar Services and Developmental Education staff.

JOB DUTIES:

This position is responsible for performing sensitive, confidential duties for the Assistant Vice Chancellor for Enrollment and Retention. Responsibilities include: completing the Divisional budget and institutional budget exercises; facilitating Divisional personnel matters; scheduling meetings and appointments, planning and preparing travel arrangements, preparing agendas and minutes for various meetings, and working with and handling confidential documents and correspondence. This position reports to the Assistant Vice Chancellor of Enrollment and Retention.

30%   A. Perform sensitive, confidential duties for the Assistant Vice Chancellor for Enrollment and Retention.

1. Assist in crisis management issues; provide executive assistance and support related to the administrative responsibilities in the office (includes using discretion with highly confidential and sensitive issues).
2. Schedule meetings and appointments; Supervise arrangements (including travel, transportation and lodging) for numerous conferences and meetings for the AVC; follow through with agendas, materials, memoranda, travel itineraries and/or calls if necessary. Coordinate logistics for special events.
3. Attend Leadership Group and Divisional meetings; prepare agenda and minutes. Provide additional support and tracking for follow-up conversations and tasks.
4. Classify, review and prioritize incoming correspondence/recommendations for immediate attention; as required retrieve documentation and/or background information.
5. Independently compose and process accurate and professional correspondence (confidential or non-confidential) for internal and external responses. (i.e. communicating decisions, instructions and requests to staff members)
6. Independently respond to telephone, written and in-person inquiries by providing authoritative information; ensure compliance with policies and interpret policies; exercise considerable judgment and responsibility in decision-making.
7. Answer questions regarding the Division and interpret Division policies and procedures for the public, faculty, students or other University employees via telephone, e-mail, written correspondence, or face-to-face contact.
8. Serve as liaison between the Division of Enrollment and Retention and Colleges, Departments.

25%   B. Assist with Divisional Budget Exercises

1. Serve as Budget Manager for the Division of Enrollment and Retention. Attend Budget Manager trainings, meetings, and complete assigned tasks. Evaluate current practiced; exercise considerable judgement and responsibility in decision-making. Attend/coordinate budget planning meetings with department heads, and maintain records for the Division.
2. Coordinate and complete all budget/financial processes for the Office of Enrollment and Retention; initiate budget, cash, and revenue transfers. Liaison with Budget Office and Financial Services.
3. Oversee personnel budgets and budget carryover processes. Provide guidance to the Assistant Vice Chancellor.
4. Coordinate and organize the Professional Development Funds program. Coordinate program policies with Departments. Ensure compliance and interpret policies.
5. Monitor WISDM accounts. Oversee all accounts and provide advice/guidance to the Assistant Vice Chancellor.

25%   C. Act as the Division of Enrollment and Retention personnel facilitator.

1. Monitor the updating of unclassified position descriptions.
2. Develop and maintain Division personnel files. Manage all personnel transactions; maintain confidential records; keeps detailed records for reference and historical purposes.
3. Advise the Assistant Vice Chancellor as to personnel or other problems requiring attention.
4. Interpret and facilitate unclassified personnel recruiting and hiring procedures for the Division.
5. Develop and monitor the evaluation process for the Division's unclassified/university staff.
6. Monitor Division university staff personnel hires, transfers, and terminations. Maintain personnel files fore university staff.
7. Serve as TAM Coordinator for Division and University search and screens as needed/requested.
8. Provide guidance on HR processes and task for the Division, as needed.

20%   D. Manage the Office of Assistant Vice Chancellor for Enrollment and Retention

1. Manage an inventory of Office supplies, maintain and monitory office equipment, call in repairs when needed.
2. Develop and maintain a secure and accurate filing system for the Office of the AVC. Create and maintain meeting binders, files, and correspondence for the Vice Chancellor and Assistant Vice Chancellor.
3. Oversee the printing and publication of documents; maintain and update Division website.
4. Perform special projects as assigned by the Asstistant Vice Chancellor. Review and verify numerous forms for completeness, accuracy, and conformity to internal regulations and give advice to Vice Chancellor and Assistant Vice Chancellor.

QUALIFICATIONS:

Minimum Qualifications

• Experience with bookkeeping and data management; demonstrated experience with Microsoft Excel
• Demonstrated experience reconciling budgets with WISDM or other large databases
• Demonstrated crisis management skills; maintain sensitive and confidential information
• Demonstrated ability to independently find answers to constituent and staff questions or concerns
• Demonstrated attention to detail and ability to refine processes and procedures
• Ability to handle multiple priorities concurrently
• Demonstrated experience with event planning and related logistical management skills
• Ability to conduct literature research related to Divisional issues
• Must have availability to work some evenings and weekends

Desired Qualifications

• 3 years working within a college or university setting

Knowledge, Skills & Abilities

• Strong interpersonal and written communication skills; demonstrated ability to interact effectively with a wide range of people/stakeholders

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-W is situated on 400 acres of land and has an annual budget of more than $219 million. UW-W 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 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: http://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-W 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-W 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 April 15, 2018 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.

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 262-472-1024 or hrstudent@uww.edu.

For questions regarding the position please contact:

Senta Holmes
Office Manager of Admissions
262-472-3155
holmess@uww.edu

HOW TO APPLY:

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

• Resume detailing experience
• Cover letter detailing how the qualifications are met
• Contact information for 3 professional references

This Job ID is 14126.

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

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