Office Manager - First Year Experience - 14276

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INTRODUCTION:

The First Year Experience office at the University of Wisconsin Whitewater seeks an Office Manager (Program Associate).

The University Services Program Associate will serve as an integral part of the First Year Experience (FYE) department. This position provides administrative, clerical, and program support for the professional staff and office as a whole. The University Services Program Associate will provide excellent customer service to incoming students and families, current students, and campus employees. This position has a dual reporting structure to the Director and Assistant Director of First Year Experience.

JOB DUTIES:

40%  A. Office & Administrative Support

1. Provide administrative, clerical, and program support for the FYE office.
2. Provide and coordinate customer service for FYE, such as scheduling appointments, receiving incoming calls, greeting visitors, answering general questions and providing campus referrals.
3. Answer questions regarding the office and interpret office policies and procedures for the public, faculty, students or other University employees via telephone, e-mail, written correspondence, or face-to-face contact.
4. Independently respond to telephone, written and in-person inquiries, ensure compliance with policies and interpret policies, exercise considerable judgment and responsibility in decision-making.
5. Maintain consistent communication with departments and campus offices concerning programs and projects; serve as a contact between FYE and the Division of Enrollment and Retention, Departments, and Colleges.
6. Attend staff meetings; prepare agenda and minutes. Provide additional support and tracking for follow-up conversations and tasks.
7. Serve as TAM Coordinator for FYE search and screens as needed/requested.
8. Organize and support on-going assessment in consultation with appropriate professional staff.
9. Serve as the primary administrator for the FYE office phone, email, and social media accounts.
10. Update the FYE website as needed.
11. Serve as Budget Manager for the office. Attend Budget manager trainings and meetings. Monitor WISDM accounts. Oversee all accounts and provide advice/guidance to Director. Manage financial transactions for office programs: contract processing, reconcile receipts, expenditures, accounting transfers and related budget activity through PeopleSoft Shared Financial Systems. Maintain audit records regarding Procard purchases.
12. Purchase all necessary office supplies from approved vendors; maintain adequate office supplies within the office. Oversee maintenance of all equipment, supplies, and forms within the unit.
13. Oversee and process documentation for new hires, payroll, and electronic change-of-status procedures.
14. Keep current on University policies, programs, rules and relationships.
15. Attend other meetings related to position and responsibilities.

40%  B. Program Support

1. Assist with the implementation of all FYE programs, including Warhawks SOAR (student orientation, advising, & registration), Warhawk Welcome (fall and spring orientation), Learning Communities Day of Service, and Family Fest. Provide guidance, assistance and direction to faculty, staff, students, and other guests in attendance.
2. Manage registration for all FYE programs. Respond to any needs or concerns identified.
3. Coordinate with the Assistant Director the overall preparation and implementation of the Warhawks SOAR orientation programs. Provide support during Warhawks SOAR program days, including weekends when applicable.
4. Revise and update materials related to Warhawks SOAR programs and segments of those sessions, including room reservations.
5. Provide support in the development of Warhawks SOAR materials, folders, and schedules; subsequently order all program materials (including these and other standard supplies). Consult with University Marketing and Communications and/or outside vendors regarding the timeframe for printing materials.
6. Coordinate delivery of materials and prepare folders for programs.
7. Generate and distribute program participant rosters as well as program statistics.
8. Manage student completion of the online orientation module, including communication with students via email, electronic tracking of participation, and reconciliation of program completion within University systems to ensure student course registration.

15%  C. Supervision

1. Coordinate the recruitment, selection, and evaluation of Student Crew (FYE front desk employees), making particular efforts to attract a diverse group of students to serve in this leadership role.
2. Coordinate and facilitate annual Student Crew training and provide additional trainings as needed.
3. Manage the student payroll process, including review and correct hours for student workers, maintain records, and process documents for new hires.

5%  D. Miscellaneous

1. Serve on University committees as appropriate.
2. Support as needed any special work of the FYE staff.
3. Serve as an active participant in following applicable safety rules and regulations including necessary training and drills.
4. Other duties as assigned.

QUALIFICATIONS:

MINIMUM QUALIFICATIONS:

• Associate’s degree with at least one year of experience in administrative support or high school diploma with at least two years of experience in administrative support
• Experience with providing excellent customer service
• Proficient in Microsoft Office – specifically in Outlook, Word, Excel

DESIRED QUALIFICATIONS:

• Experience with training and supervising student employees
• Experience working in a University setting
• Experience reconciling budgets with WISDM or other large databases
• Experience with electronic data management systems

KNOWLEDGE, SKILLS AND ABILITIES:

• Strong interpersonal and written communication skills; demonstrated ability to interact effectively with a wide range of people/stakeholders
• Skills in answering phones, greeting visitors, and referring customers to the appropriate individuals or offices
• Ability to learn web content management and social media platforms
• Ability to multitask and manage time efficiently

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:

The mission of First Year Experience at the University of Wisconsin-Whitewater is to provide guidance to students and their families in their transition to the campus community. We serve as a campus resource that provides engaging, inclusive, and academically integrated transitional experiences to enhance student development. The First Year Experience department resides within the Enrollment and Retention Division.

TO ENSURE CONSIDERATION:

Applications received by June 29, 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 the position please contact:

Beth John
Director of First Year Experience
262-472-3205
fye@uwww.edu

HOW TO APPLY:

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

• Cover Letter
• Resume
• 3 professional references with contact information

The Job ID is 14276

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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