Administrative Assistant II

University of Wisconsin; Stevens Point (WI); On-site; USD 22,000 - 31,000; Full time

Job summary

The University College at the University of Wisconsin-Stevens Point seeks an Administrative Assistant II to support office operations, travel arrangements, search and screen support, and day-to-day functions. You will be the first contact for students and staff, manage scheduling and records, organize meetings, and assist with programs such as Pointers Connect, University Honors, and URSCA.

This regular, on-site role pays $19.14 per hour and offers an opportunity to contribute to student success

Qualifications

• Ability to work independently and as part of a team.
• Strong verbal and written communication skills.
• Demonstrated organizational skills.
• Experience in fast-paced office environment.
• Experience with technology and software, including MS Office.
• Ability to work effectively with people from a variety of culturally diverse backgrounds.

Responsibilities

• Serves as a first point of contact for individuals and groups, provides basic organizational information via phone, in person and through other communication mediums, and routes more complex inquiries to appropriate entities.
• Provides direct administrative support, which may include tasks such as scheduling, document and record management (editing, printing, copying, scanning, physical and electronic filing), and mail and deliveries.
• Coordinates communication with internal and external groups for the Dean.
• Coordinates room schedules, including arranging and setting up for meetings, conferences, and webinars; responds to EMS requests.
• Manages University College search and screen committees throughout the recruiting and hiring process.
• Facilitates travel arrangements and travel reimbursements for staff.
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing orders for supplies; verifying receipt of supplies.
• Assists Dean, Associate Dean and Administrative Specialist with projects.
• Maintains confidentiality of department communications and operations.
• Supports branch campus, as needed.
• Issues contracts and provides administrative support for the Pointers Connect Internship program.
• Provides administrative support for the University Honors Program.
• Provides administrative support to the undergraduate research (URSCA) program.
• Assists with event planning and support for annual conferences.
• Provides administrative support to the Dean for the academic and tuition appeals process.
• Collaborates with internal and external program partners.
• Tracks and facilitates payment and/or reimbursement of expenses.
• Other duties as assigned.

Skills

Independent work

Team collaboration

Verbal and written communication

Organizational skills

Experience in fast-paced office

Diversity and inclusion awareness

Tools

MS Office

Job description

Current Employees

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Position Title

Administrative Assistant II

Job Category

University Staff

Employment Type

Regular

Job Profile

Administrative Assistant II

Job Duties

University College's mission is to foster student success both in and out of the classroom through academic support structures that allow students to explore, learn, grow, and develop a timely progression toward graduation. The University College’s goal is to provide coordinated, intentional, and inclusive experiences, services, and opportunities in which students are both challenged and supported. This position reports to the Administrative Specialist for University College. The position is responsible for supporting University College programs; assisting with travel arrangements and reimbursements; search and screen support; and performing day-to-day office functions.

Responsibilities

• Serves as a first point of contact for individuals and groups, provides basic organizational information via phone, in person and through other communication mediums, and routes more complex inquiries to appropriate entities.
• Provides direct administrative support, which may include tasks such as scheduling, document and record management (editing, printing, copying, scanning, physical and electronic filing), and mail and deliveries.
• Coordinates communication with internal and external groups for the Dean.
• Coordinates room schedules, including arranging and setting up for meetings, conferences, and webinars; responds to EMS requests.
• Manages University College search and screen committees throughout the recruiting and hiring process.
• Facilitates travel arrangements and travel reimbursements for staff.
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing orders for supplies; verifying receipt of supplies.
• Assists Dean, Associate Dean and Administrative Specialist with projects.
• Maintains confidentiality of department communications and operations.
• Supports branch campus, as needed.
• Issues contracts and provides administrative support for the Pointers Connect Internship program.
• Provides administrative support for the University Honors Program.
• Provides administrative support to the undergraduate research (URSCA) program.
• Assists with event planning and support for annual conferences.
• Provides administrative support to the Dean for the academic and tuition appeals process.
• Collaborates with internal and external program partners.
• Tracks and facilitates payment and/or reimbursement of expenses.
• Other duties as assigned.

Key Job Responsibilities

Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures Serves as a first point of contact for individuals and groups, provides basic organizational information

Department

University College

Compensation

$19.14 per hour

Required Qualifications

• Ability to work independently and as part of a team
• Strong verbal and written communication skills
• Demonstrated organizational skills
• Experience in fast-paced office environment
• Experience with technology and software, including MS Office
• Ability to work effectively with people from a variety of culturally diverse backgrounds

Contact Information

Name: Kristin Peterson

Email: [e-mail]

Phone: [phone]

Special Notes

Through the discovery and dissemination of knowledge, UW-Stevens Point stimulates intellectual growth, provides a liberal education, and prepares students for a diverse sustainable world. The university is committed to creating a safe, inclusive learning community for all faculty and staff from a variety of backgrounds. Visit https://www.uwsp.edu/join-uw-stevens-point/ for more information about UW-Stevens Point. To learn about the Stevens Point (aka Point) area fun, jobs, housing, education, quality of life, and bragging rights, visit www.stevenspointarea.com.

Individuals with disabilities who need a reasonable accommodation during the application or interview process should contact Human Resources and Affimative Action at 715-346-2606 or [e-mail]. The safety and success of students, faculty, and staff at the University of Wisconsin-Stevens Point is paramount. The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act requires the distribution of an annual security report to all current and prospective students, faculty, and staff. You may obtain the complete report at https://www3.uwsp.edu/protsv/Pages/Clery.aspx.

The University of Wisconsin-Stevens Point will not reveal the identities of applicants who request confidentiality in writing, except the identity of the successful candidate will be released. See Wis. Stat. sec. 19.36(7). An offer of employment will require a criminal background check and authorization to work within the United States as required by the Immigration Reform and Control Act of 1986.

UW is an Equal Opportunity Employer: Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, status as a protected veteran, or any other bases protected by applicable federal or State law and UW System policies. We are committed to building a workforce that represents a variety of backgrounds, perspectives, and skills, and encourage all qualified individuals to apply.

The Universities of Wisconsin serve approximately 161,000 students. Awarding nearly 37,000 degrees annually, the Universities of Wisconsin is Wisconsin’s talent pipeline, putting graduates in position to increase their earning power, contribute to their communities, and make Wisconsin a better place to live. Nearly 90 percent of in-state Universities of Wisconsin graduates stay in Wisconsin five years after earning a degree – with a median salary of more than $66,000. The Universities of Wisconsin provides a 23:1 return on state investment. The Universities of Wisconsin also contribute to the richness of Wisconsin’s culture and economy with groundbreaking research, new companies and patents, and boundless creative intellectual energy. The Universities of Wisconsin and its employees are purpose-driven, people-focused, and committed to stewardship.