Clerical Assistant - Young Auditorium - 17874

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INTRODUCTION:

The Young Auditorium at the University of Wisonsin - Whitewater is seeking a Clerical USTE (Administrative Assistant I).

JOB DUTIES:

The USTE will provide clerical support to the staff members in the Young Auditorium. These responsibilities will be handled with a high level of administrative support and attention to detail. The individual holding this position must possess excellent communication and interpersonal skills and produce high-quality, welcoming experiences for all patrons of the auditorium. In addition to maintaining a positive public relation, tact and discretion must be exercised in dealing with confidential and sensitive issues.

This is a part-time (20-25 hours per week; .5FTE) USTE position.

20% A. Provide clerical assistance to the Director and Assistant Director.

• Knowledge of and ability to explain philosophies, policies, procedures, activities and generally serve as an information conduit.
• Exhibit courteous, friendly behavior and a helpful demeanor in the performance of all tasks; Communicate the Cultural Affairs, Horizons, and Young Auditorium’s commitment to service and be a goodwill ambassador for the University in all exchanges with patrons and users.
• Determine when questions or problems need to be referred to Director or other appropriate staff.
• Assist staff in proofreading memos, correspondence, university reports, grant requests, and other related documents.
• Coordinate purchase/rent office equipment and supplies.
• Arrange for service/repairs of copy machine
• Responsible for placing reservations and all communication and record keeping related to lodging for visiting artists.

60% B. Provide clerical support to the Education and Community Engagement Coordinator

• Accurately record and maintain reservations for the Horizons Matinee program. Communicate reservation details with Horizons’ patrons: email invoice and contract, keep a record of signed contracts as they are returned; File supporting documentation for each reservation, organize and set-up files for each season; Responsible for accurate accounting of Horizons income.
• Conduct and interpret surveys to determine interest in touring programming for the Horizons Matinee Series and artists for the Reaching New Horizons Program.
• Assist with planning and communication related to the annual Teachers’ Night Out celebration event.
• Assist with the facilitation of special fundraising events.
• Respond to telephone and email questions and concerns regarding Horizons program reservation changes or concerns.
• Maintain school district and individual educator mailing lists.

20% C. Oversee/ Coordinate Young Auditorium scheduling.

• Maintain master schedule calendar. Coordinate use of Young Auditorium, Fern Young Terrace, Kachel Center and YA conference room. Enter reservations on shared calendar.
• Expedite scheduling requests and inform appropriate staff of scheduled events.
• Serve as the staff point person for all inquiries related to facility use by off-campus users.
• Inform Town of Whitewater Police Dept. and campus personnel, including University Police, Facilities Planning and Management, University Dining, Visitor’s Center, University Center, Ticket Service, Information Center of Young Auditorium usage schedule.

QUALIFICATIONS:

Knowledge, Skills and Abilities:

• Strong written and oral communication skills
• Expert problem-solver and organized thinker with exceptional attention to detail
• Ability to proactively evaluate and anticipate the workflow of projects and activities
• Ability to juggle different tasks simultaneously and prioritize projects efficiently is necessary
• Demonstrated proficiency in computer technologies including Microsoft Office, especially Excel, Word and Outlook, and familiarity using mail merge and label-making software. Experience with Audience View or a similar ticketing software is preferred
• Excellent organizational skills and an ability to prioritize and use independentjudgement
• A commitment to customer service
• The ability to interact respectfully with people from diverse socioeconomic, cultural and ethnic backgrounds
• Willingness and ability to be an active participant in following applicable safety rules and regulations including necessary training and drills

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. UW-Whitewater’s main campus is located in Whitewater, with a branch campus in Rock County, in the city of Janesville. 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. UW-Whitewater’s campuses are located conveniently near Milwaukee, Madison, and Chicago, and thus offer 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 offered at the associate, bachelor, master, and doctoral levels. These include both on-campus and online programs, and span the disciplines, from the theoretical to the applied, and encompass study in the arts, business, education, humanities, natural sciences, social sciences, technology, and professional and interdisciplinary 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 nation. The campuses have more than 200 student organizations and UW-Whitewater’s intercollegiate athletic teams compete at the NCAA Division-III level. 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.

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.

TO ENSURE CONSIDERATION:


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:

Michael Morrissey
Event Manager
262-472-1487
morrissm@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 17874.

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