Administrative Assistant III

University of Wisconsin Colleges; Oshkosh (WI); On-site; USD 23,000 - 32,000; Full time

Job summary

UW Oshkosh seeks an Administrative Assistant III to provide general administrative support to senior administrators and multiple offices. You will coordinate meetings, travel, and events, prepare communications, maintain confidential records, and assist with accreditation-related tasks and website upkeep.

The role requires strong written and verbal communication, excellent customer service, and the ability to work both independently and as part of a team in a university setting.

Qualifications

• Excellent written and oral communication skills.
• Strong customer service skills.
• Proficiency with Outlook, MS Word, MS Excel, and Adobe Acrobat.
• Ability to maintain confidentiality with sensitive information.
• Proofreading skills and ability to spot errors.
• Ability to work independently and in a team.

Responsibilities

• Provide general administrative support to AVCs of Faculty & Academic Affairs and Curricular Affairs and Student Achievement.
• Coordinate meetings, travel, and event logistics.
• Prepare, edit, and distribute communications and maintain records.
• Support Higher Learning Commission visit preparations and related reports.
• Assist with website maintenance for the Provost and Vice Chancellor office.

Skills

Communication skills

Customer service

MS Office

Confidentiality

Proofreading

Independent work

Teamwork

Diversity & inclusion

Education

High School Diploma

Associate's or Bachelor's degree

Tools

Outlook

MS Word

MS Excel

Adobe Acrobat

Job description

Position Title:

Administrative Assistant III

Job Category:

University Staff

Employment Type:

Regular

Job Profile:

Administrative Assistant III

Job Duties:

Provides general administrative support, while exercising discretion, to the administrator of a department or division of the institution or to the administrator of multiple institution programs, services, and activities. This position supports the Associate Vice Chancellor (AVC) of Faculty & Academic Affairs.

Examples of responsibilities and expectations within providing administrative support to the Associate Vice Chancellor of Faculty and Academic Staff Affairs and Associate Vice Chancellor of Curricular Affairs and Student Achievement are as follow:

• Provides general Administrative Support to the AVC of Faculty and Academic Affairs as well as the AVC of Curricular Affairs and Student Achievement with responsibilities including but not limited to: Schedule appointments and meetings, assist with travel arrangements Create files for letters, memos, and reports as requested using Microsoft Word and Excel Greet and assist visitors when they arrive in the office
• Schedules logistics and secures resources for meetings, conferences, travel and operations. Coordinate event planning specifically for New Faculty Orientation, Titan Leadership Academy, Academic Open House events, professional development workshops, and other conferences and events.
• Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures, maintaining confidentiality.
• Keep track of all administrative deadlines to make sure submissions are completed on time and sent to the appropriate offices.
• Prepares and audits complex records, edits documents, and reviews work done by others, both internal and external documents, such as UW System reports
• Assist coordinating Higher Learning Commission (HLC) visit preparations and submission of reports. Completes and tracks payment requisitions.
• Provide logistical support for events for CETL and attend Advisory Board meetings.
• Supports meeting arrangements and may take minutes.

Examples of responsibilities and expectations within providing administrative support for the Office of the Provost and Vice Chancellor are as follow:

• Serves as first point of contact for individuals and groups entering the Office of the Provost & Vice Chancellor, provides basic organizational information via phone, in person and through other communication mediums, and routes more complex inquiries to the appropriate entities
• Coordinates student employment process for academic colleges. Facilitates proposal and approval process and tracks funding
• Schedule logistics and secures resources for meetings, conferences, travel, and work unit operations
• Provide back up for all support staff, ensuring friendly and cohesive team approach
• 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
• Maintains electronic and physical records following established policies and procedures.
• Maintain confidentiality, act with discretion, and provide outstanding customer service to visitors
• Assist with special projects as requested by UBO and Executive Assistant II
• Distribute mail to staff members within the Office of the Provost and Vice Chancellor
• Assist with Maintenance of the website for the Office of the Provost and Vice Chancellor

Key Job Responsibilities:

• Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures
• Develops, implements, and maintains methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums
• Prepares and audits complex records, edits documents, and reviews work done by others

Department:

Office of the Provost & Vice Chancellor of Academic Affairs

Compensation:

Starting at $20.00/hour commensurate with experience

Required Qualifications:

• Excellent written and oral communication skills
• Strong customer service skills
• Proficiency in the use of computers, including, but not limited to the following software applications: Electronic calendar and email systems, such as Outlook, MS Word, MS Excel, Adobe Acrobat
• Ability to maintain confidentiality and work with sensitive information
• Proofreading skills, including recognizing discrepancies, problems, and errors
• Proven ability to work independently and in a team environment
• Demonstrated commitment to fostering an inclusive and equitable workplace.

Preferred Qualifications:

• Previous work experience in a college or university setting
• High level of problem solving and decision making
• High level of critical thinking skills
• Ability to maintain multiple tasks and effectively organize work to meet many tight deadlines
• Ability to learn new or changed processes or applications quickly
• Ability to analyze problems objectively, to make effective recommendations and to assist with the implementation of solutions to these problems.
• Ability to interpret and apply University and System policies and procedures
• Experience with Event Planning

Education:

Required Degree: High school diploma

Preferred Degree: Associate's or Bachelor's degree

Work Authorization:

Unless otherwise indicated in the job posting, the University of Wisconsin Oshkosh 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.

UW Oshkosh is not an e-verify employer; therefore, STEM extensions are not options for work authorization.

Legal Notices:

Reasonable Accommodations:

UWO provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability, please contact [e-mail] or 920-424-1166. This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.

Confidentiality of Applicant Materials:

UWO is a State agency and subject to Wisconsin's Open Records Law. UWO will not, however, reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsin's Open Records law. In certain circumstances, the identities of "final candidates" and/or the identity of the appointed applicant must be revealed upon request.

CBC & Reference Check Policy:

All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.

Annual Security and Fire Safety Report (Clery Act):

For the UWO Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see https://uwosh.edu/police/, or call UWO Police Department, at [phone] for a paper copy.

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.