Office Operations Associate - Honors and Undergraduate Research Programs - Student Diversity, Engagement and Success - 14394

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The Department of Student Diversity, Engagement and Success seeks an Office Operations Associate (Operations Associate).

The Office Operations Associate will report to the Director of Honors Program and the Director of Undergraduate Research. This position provides administrative support in the areas of fiscal and human resources administration, purchasing, and program support services for the department of Student Diversity, Engagement and Success (SDES). 

JOB DUTIES:

30%   Fiscal Management – Under the supervision of the SDES Financial Specialist- Senior, provide fiscal support to the Student Diversity, Engagement and Success unit. These responsibilities include, but are not limited to:

1. Generate and maintain records of all payroll expenditures (Payment to Individual Reports, HRS student hiring, Employment Contracts, and Change of Status Requests).
2. Manage and maintain a tracking system to ensure the timely submission of performance contracts with supporting documentation and oversee all contracts to ensure payments are made on time.
3. Approve electronic timecards for student employees and assure bi-weekly payments for all salary paid student employees.
4. Maintain inventory and related records and/or reports of office supplies.
5. Assist with expenditures related to travels under UW System Travel Policy and Guidelines.Assist in submitting e-Reimbursement requests for departmental staff, faculty, and students traveling on behalf of SDES.
6. Maintain accurate Procurement Log records of expenses.
7. Generate and maintain records of all expenditures and revenue.
8. Make purchase of supplies, equipment, and other related materials on behalf of the offices and grants.
9. Post awards and charges to student accounts in WINS.

30%   Administrative Leadership – Independently provide day-to-day administrative office support for programs housed within SDES. These responsibilities include, but are not limited to:

1. Screen visitors and telephone calls; respond to inquiries and make necessary referrals.
2. Answer questions regarding the programs via telephone, email, similar correspondence, or face-to-face contact.
3. Coordinate and maintain the assignment of office keyless access and physical keys.
4. Coordinate and maintain the assignment of accounts, computers, and phones shared within the department.
5. Facilitate and assist in the hiring process of student employees as needed.
6. Schedule, train, and supervise office student staff and manage physical office space.
7. Assist in preparing materials for submitting grant proposals to seek intramural and extramural funding.
8. Assist in preparing annual reports and fulfill other reporting requirements as necessary.
9. Oversee website maintenance and updates.
10. Assist and/or oversee online scholarship and grant application systems.
11. Manage student groups within WINS

30%   Event Planning - In coordination with the SDES Director(s) and Assistant Vice Chancellor plan, promote and host conferences, meetings, workshops, and other events, both on and off campus. This may require limited travel.

1. Assist in coordinating SDES events including, but not limited to: Undergraduate Research Days, Student symposia, Study Abroad pre-departure meetings, summer camps, MLK Commemorative events, Annual Golf Outings, Lecture Series, Cultural Symposiums, Graduation Receptions, Student Orientations, King/Chavez Transition Programs, and Saturday Colleges.
2. Coordinate the development of promotional items, publications, advertising, and public service announcements.
3. Reserve rooms for meetings.
4. Assist with planning travel for all SDES employees and student groups.
5. Track and reconcile all expenses associated with conferences and events both on and off campus.

10%   Miscellaneous

1. Complete other special projects as assigned by Director(s), Financial Specialist - Senior, and/or SDES Assistant Vice Chancellor.
2. Pursue appropriate professional development opportunities in consultation with the Director(s), Financial Specialist - Senior, and SDES Assistant Vice Chancellor.
3. Willingness and ability to be an active participant in following applicable safety rules and regulations including necessary training and drills.
4. Ability to interact respectfully with people from diverse socioeconomic, cultural and ethnic backgrounds.

QUALIFICATIONS:

MINIMUM QUALIFICATIONS:

• High School Diploma
• Proficiency in Microsoft Office (ie. Outlook, Word, Excel, Power Point, and Access)

DESIRED QUALIFICATIONS:

• Bachelor’s Degree
• Previous experience in a University setting and/or an ability to develop solid working relationships with various campus departments and academic programs
• Knowledge of the university curriculum and high impact practices
• Experience in grants management
• Experience in financial management and ability to explain complex purchasing and financial processes
• Experience in serving as a program liaison to various constituencies
• Experience in organizing events

KNOWLEDGE, SKILLS AND ABILITIES:

• Ability to provide positive customer service to students, staff, and the general public
• Ability to train and supervise student employees from diverse, multicultural backgrounds
• Ability to operate a variety of office equipment (copier, FAX, etc.)
• Strong technical skills and ability to approach problems in an analytical and logical manner

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 07/11/2018 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:

Kara Sellers
Budget Manager
262-472-1114
sellersk@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 14394.

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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