Administrative Assistant III - Institutional Research & Planning/Academic Assessment - 17467 - EXTENDED DEADLINE

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INTRODUCTION:

The Office of Institutional Research and Planning and the Office of Academic Assessment seek a shared Administrative Assistant III (University Services Associate II).

The hiring managers are open to reviewing applicants interested in the position on either a half-time or full-time basis.

The University of Wisconsin System is engaged in a Title and Total Compensation (TTC) project to redesign job titles and compensation structures. As a result of the TTC project, your mapped job title is: Administrative Assistant III (AD003). Job duties and responsibilities will remain the same. This job title will go into effect November 7, 2021. For more information contact your supervisor or please visit: https://www.wisconsin.edu/ohrwd/title-and-total-compensation-study/.

JOB DUTIES:

Provide administrative assistance and professional administrative support to two offices. Both offices are located within the same suite, therefore the assistant is expected to divide his/her time equally between the two offices actively without supervision.

This position provides administrative support to both the Office of Institutional Research and Planning and Office of Academic Assessment as well as project assistance for a variety of reporting needs including compliance, assessment, data, and publications. The individual holding this position must maintain a high level of attention to detail, discretion in dealing with confidential and sensitive issues, and a professional demeanor.

The minimum starting salary for this position is $19.00/hour per hour plus excellent benefits. The starting rate of pay is negotiable based on experience and available budget.

This position provides a high level of administrative support to the Chief of Institutional Research and Planning, and to the Director of Academic Assessment. The incumbent also supports the work of all staff members within the office and manages office tasks.

Goals and Activities:

A. Provide administrative support and office management for two offices within the same suite – Office of Institutional Research and Planning and Office of Academic Assessment

1. Office management and purchasing:
   • Maintain inventory by ordering supplies
   • Annual renewal of subscriptions and memberships
   • Software contract documentation and renewals
   • Completion and approval of procurement card logs monthly
2. Budget tracking and reconciliation
   • Attendance and involvement at Budget Manager Meetings and Campus Business Representatives meetings
   • Track expenditures for all organization codes relevant to the offices
   • Reconcile the office budgets monthly and anticipate expenditures in coordination with office staff
3. Travel arrangements:
   • Coordinate travel for all staff members, including the tracking of travel expenses and reimbursements, conference registrations for conferences and professional development
4. Manage scheduling:
   • Responsible for the scheduling, planning, and documents for committees and meetings on behalf of the Directors (e.g., Audit and Review, ELARC, University Assessment, others as needed)
   • Take minutes at meetings
   • Follow-up with committee members as necessary
5. General office maintenance:
   • Ensuring the conference room is presentable
   • Maintain copier in working order
   • Furniture, equipment, and supplies are stocked and kept in working order
   • Common spaces are maintained for all employees

B. Project-related support for two offices – Office of Institutional Research and Planning and Office of Academic Assessment

1. Learned knowledge of the electronic tools commonly used for assessment and institutional research functions is expected
2. Extensive professional contact with staff within the offices, between campus departments with affiliated faculty and staff engaged in research and assessment, UW System, and the general public
3. Analyze, edit, and proofread reports for completeness
4. Enter data, maintain databases, complete reporting requirements
5. Respond to project specific questions
6. Specific projects to include, but are not limited to:
   • Administration of the Senior Outcomes Assessment Survey
   • UW-System annual reporting, including Data on Partnerships survey
   • Completion of guidebook and rankings surveys, as appropriate
   • Collaborate with office staff for completion of the publications including the university Fact Book and the Fall Profile.

C. Assist with organizing workshops, events, and meetings

1. Scheduling:
   • Room reservations, catering orders, travel and stipend arrangements for guest speakers, assist with arranging for participant stipends
   • Track attendance and attendee’s special needs (e.g., catering, for materials and equipment)
2. Processing and tracking expenditures:
   • Travel and stipend arrangements for guest speakers, assist with arranging for participant stipends
3. Preparation of materials:
   • Copying and organizing workshop/event materials

D. Website maintenance

1. Refresh Institutional Research and Planning reports available on a regular cycle
2. Maintain assessment schedules and final reports
3. Willingness to train on advanced functions related to CMS maintenance in order to manage webpages independently

E.Train and lead graduate assistants and student employees

QUALIFICATIONS:

Minimum Qualifications:

• Bachelor's Degree
• Two years of experience in a higher educations environment

Desired Qualifications:

• Master's Degree

Knowledge, Skills and Abilities:

• Knowledge of and experience with standard office methods and procedures
• Excellent written and oral communication skills
• Demonstrated ability to support a team of employees
• Ability to exercise confidentiality and discretion in all aspects of the position
• Ability to work independently, setting priorities to meet the needs of the position to support two offices
• Willingness and ability to be an active participant in following applicable safety rules and regulations including necessary training and drills
• Ability to interact respectfully with people from diverse socioeconomic, cultural and ethnic backgrounds

CAMPUS INFORMATION:

Founded in 1868, UW–Whitewater is one of eleven comprehensive universities in a public higher education system that also includes two doctoral institutions and a statewide Extension. In the fall of 2018, as a result of the University of Wisconsin System’s restructuring of the state’s 13 two-year campuses formerly known as UW Colleges, UW–Rock County began operating as a branch campus of UW–Whitewater under the new name of University of Wisconsin–Whitewater at Rock County. Together, these campuses form a preeminent academic institution driven by the pursuit of knowledge, powered by a spirit of innovation, and focused on transforming lives. The University of Wisconsin-Whitewater Main Campus and Rock County Campus are located conveniently near Milwaukee, Madison, and Chicago, and thus offers the advantage of beautiful small-town environments with easy access to the cultural and commercial opportunities of major metropolitan areas.

The Warhawk family — led by caring faculty and staff — is devoted to student success within a broad range of academic programs. UW-Whitewater 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. The campuses have more than 200 student organizations and UW-Whitewater is a Division III NCAA university. 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 13-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).

Per Regent Policy Document 20-19, University of Wisconsin System Criminal Background Check Policy and UW System Administrative Policy 1275 Recruitment Policies, UW-Whitewater requires criminal background checks as a contingency to employment. A criminal background check will be conducted prior to an offer of employment. All final candidates must be asked, prior to hire, whether they have been found to have engaged in, are currently under investigation for, or left employment during an active investigation in which they were accused of sexual violence or sexual harassment. When obtaining employment reference checks, these same sexual violence or sexual harassment questions must also be asked.

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.

To learn more about UW-Whitewater's competitive benefits packages go to our: ALEX webpage, which is our interactive benefits decision support tool.

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).

CONDITIONS OF APPOINTMENT:

University of Wisconsin-Whitewater does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources. UW-Whitewater is not an e-verify employer, therefore STEM extensions are not options for work authorization.

The University of Wisconsin - Whitewater has the authority to implement temporary workforce reduction and cost saving measures to address financial challenges resulting from the COVID-19 Crisis, consistent with Wisconsin law and Board of Regents, UW System, and UW-Whitewater policy and procedure.

TO ENSURE CONSIDERATION:

Applications received by November 1, 2021 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 unable 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:

Lynsey Schwabrow
262-472-1801
schwabrl@uww.edu

HOW TO APPLY:

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

• Cover Letter
• Resume
• Name and contact information for three professional references

This Job ID is 17467

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