Administrative Assistant III

The Chronicle Of Higher Education, Inc.; Oshkosh (WI); On-site; USD 22,730 - 32,373; Full time

Job summary

The Chronicle Of Higher Education, Inc. in Oshkosh is seeking an Administrative Assistant III to provide essential administrative support to the Associate Vice Chancellors (AVCs) across various efforts, including scheduling, logistical planning, and record management.

This role requires strong organizational and communication skills, proficiency in MS Office applications, and a commitment to diversity. Starting pay is $20.00/hour, commensurate with experience.

Responsibilities

• Provides general administrative support to AVCs and maintains communication.
• Schedules logistics and secures resources for meetings and events.
• Prepares and audits complex records, edits documents.
• Maintains electronic and physical records according to policies.
• Acts as a primary contact for inquiries and visitor assistance.

Skills

Excellent written and oral communication skills

Strong customer service skills

Proficiency in Outlook, MS Word, MS Excel, and Adobe Acrobat

Ability to interpret and apply policies

Ability to maintain confidentiality

Proofreading skills

Proven ability to work independently and in teams

Commitment to diversity, equity, and inclusion

Experience with event planning

Education

High school diploma

Associate's or Bachelor's degree

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, 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 & Academic Affairs and Associate Vice Chancellor of Curricular Affairs and Student Achievement are as follows:

1. Provides general administrative support to the AVCs with responsibilities including but not limited to:
   • Schedule appointments and meetings, assist with travel arrangements
   • Create files for letters, memos, and reports using Microsoft Word and Excel
   • Greet and assist visitors when they arrive in the office
2. 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.
3. Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures, maintaining confidentiality.
4. Keep track of all administrative deadlines to ensure submissions are completed on time and sent to the appropriate offices.
5. Prepares and audits complex records, edits documents, and reviews work done by others, including UW System reports.
6. Assist coordinating Higher Learning Commission (HLC) visit preparations and submission of reports. Completes and tracks payment requisitions.
7. Provide logistical support for events for CETL and attend Advisory Board meetings.
8. Supports meeting arrangements and may take minutes.

Additional Responsibilities within the Office of the Provost and Vice Chancellor

1. Serves as first point of contact for individuals and groups entering the Office of the Provost & Vice Chancellor, providing basic organizational information via phone, in person, and through other communication mediums, and routes more complex inquiries to the appropriate entities.
2. Coordinates student employment process for academic colleges. Facilitates proposal and approval process and tracks funding.
3. Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations.
4. Provides backup for all support staff, ensuring a friendly and cohesive team approach.
5. Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums.
6. Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision.
7. Maintains electronic and physical records following established policies and procedures.
8. Maintains confidentiality, acts with discretion, and provides outstanding customer service to visitors.
9. Assists with special projects as requested by UBO and Executive Assistant II.
10. Distributes mail to staff members within the Office of the Provost and Vice Chancellor.
11. Assists with maintenance of the website for the Office of the Provost and Vice Chancellor.

Key Job Responsibilities

• 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.
• 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.

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, Outlook, MS Word, MS Excel, Adobe Acrobat
• Ability to interpret and apply University and System policies and procedures
• 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 diversity, equity, and inclusion
• Experience with event planning

Preferred Qualifications

• Previous work experience in a college or university setting
• Experience with University systems, policies, and processes
• 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.

Education

• Required Degree: High school diploma
• Preferred Degree: Associate's or Bachelor's degree

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.