Office Support - University Staff Temporary Employee

UWWTW University of Wisconsin Whitewater; United States; Remote; USD 31,000 - 42,000; Part time

Job summary

UW-Whitewater is seeking an Office Support staff member to provide essential clerical and administrative assistance across departments. The role focuses on greeting visitors, processing documents, maintaining office supplies, and supporting staff with scheduling and records management.

The position requires strong Microsoft Office skills, careful data entry, and the ability to work independently while collaborating with university staff and students.

Qualifications

• Extensive knowledge of computer applications including Windows, MS Office, Excel, Adobe Acrobat.
• Excellent typing and 10-key skills.
• Basic accounting knowledge.
• Strong problem-solving and decision-making abilities.
• Excellent written and verbal communication and business-style formatting.

Responsibilities

• Greet visitors, provide information, relay messages and refer to faculty or office.
• Oversee and maintain departmental equipment, supplies, and furniture; order supplies and coordinate purchases.
• Maintain inventory of capital/non-capital items and marketing materials.
• Take minutes at meetings and prepare reports as required.
• Schedule and maintain appointments and meetings; handle travel advances and expenses.

Skills

Typing proficiency

10-key skills

Basic accounting

Problem-solving

Written and verbal communication

Independent judgment

Organizational skills

Initiative

Interpersonal skills

Safety awareness

Tools

Windows OS

Microsoft Office

Excel

Adobe Acrobat

Calendar

Web tools

Job description

Position Title

Office Support - University Staff Temporary Employee

Job Category

University Staff

Employment Type

Temporary (Fixed Term)

Job Profile

Professional Consultant

Job Duties

Provides administrative and clerical assistance to ensure the smooth operation of an office.

• General Office Duties
  • Greet visitors, provide information, accept and relay messages, refer to appropriate faculty or office.
  • Oversee and maintain departmental equipment, furniture, keys, and office supplies (including business cards and photocopy machine). Order office supplies, coordinate equipment purchases, and complete maintenance requests.
  • Establish/maintain accurate inventory of capital/non-capital items.
  • Maintain inventory of printed marketing items in cooperation with the Communications and Marketing Coordinator. Work with University Mail Room and Printing Services to mail various publications.
  • Attend pertinent meetings, workshops and seminars relevant to the enhancement of job performance as time permits.
• Office Administration
  • Ensure accuracy of University, unclassified, and student staff hours and leave reports.
  • Help coordinate new staff searches.
  • Perform various data entry tasks as they arise.
  • Develop and carry out an application maintenance system with the University Archivists for Records Retention Disposition Authorization.
  • Maintain accurate, current event and meeting files and documents.
  • Maintain office financial records on budget expenses and balances, and verify and reconcile monthly expenditures.
  • Provide assistance with preparation of brochures, flyers, pamphlets, program agendas, graphs/charts as well as digital media including web pages on behalf of Directors, Assistant Directors, and Academic Coordinators.
• Correspondence and Processing
  • Maintain contact and serve as liaison with other college departments, campus offices, or general public in coordinating departmental functions and providing information.
  • Take minutes at meetings as necessary; prepare and distribute minutes and other reports as required.
  • Request cash travel advances and report expenses per system policy.
  • Schedule and maintain appointments and meetings.
• Office Management
  • Participate in decisions for physical needs of Department.
  • Independently responsible for the operation of and training on the Departmental computers.
  • Provide occasional project and staff support as needed.
  • Actively participate on event coordination teams to establish event goals and delegate responsibilities appropriately.
  • Take the lead in event management, including but not limited to, room reservations and set up, catering orders, invitations and registration, print materials, décor and entertainment, and invoice processing.
  • Coordinate event related marketing or print materials.
  • Develop and implement office procedures and processes as appropriate.

Department

Various Departments

Compensation

The starting hourly rate for this USTE position is $15/hr.

Employment will require a criminal background check. A pending criminal charge or conviction will not necessarily disqualify an applicant. In compliance with the Wisconsin Fair Employment Act, the University does not discriminate on the basis of arrest or conviction record.

Qualifications

• Extensive knowledge of various uses of computer applications such as spreadsheets, databases, and word processors. The tools include Windows operating system, Microsoft Office, Excel, Adobe Acrobat, Calendar, and web tools.
• Skilled in typing proficiency and excellent 10-key skills.
• Basic accounting knowledge.
• Effective problem-solving techniques and decision-making skills in difficult situations.
• Excellent written and oral communication skills and familiarity with business style format.
• Ability to exercise considerable independent judgment, attention to detail, and high level of accuracy.
• Excellent organizational skills and the ability to prioritize and organize a variety of activities and projects simultaneously.
• Capacity to take initiative on projects and office duties, and a willingness to learn new processes.
• The ability to delegate work to appropriate staff, such as student employees.
• Ability to train and supervise student employees.
• Knowledge of basic supervisory techniques in order to monitor and evaluate work and provide information for performance evaluations.
• Excellent interpersonal skills and the ability to provide accurate and efficient service to staff, clients, other campus personnel, the general public, and vendors.
• Ability to interact respectfully with people from diverse socioeconomic, cultural and ethnic backgrounds.
• Ability to lift 40 pounds.
• 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 with diverse socioeconomic, cultural and ethnic backgrounds.

EEO Statement

Qualified applicants will receive consideration for employment without regard to color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, status as a protected veteran, or other bases as defined by federal regulations 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.

Campus Information

UW-Whitewater is a thriving public university located in southeastern Wisconsin. It leads the way in providing world-class, affordable higher education programs to more students than neighboring regional comprehensives in the University of Wisconsin System. A collaborative team of 1,300 faculty and staff are devoted to the success of the university’s 11,500 students at its main and Rock County campuses. The team provides high-impact practices and academic programs - online and in person - from associate to doctoral levels. Recognized nationally for affordability, inclusion, and career development, UWW serves approximately one-third first-generation students and boasts strength in many areas, especially business and education. The campus and community embrace the Warhawk Family spirit, supporting the university’s arts and nationally recognized Division-III level championship athletics. As a proud institution of access, more than 10 percent of undergraduate students use the acclaimed Center for Students with Disabilities - a priority mission since the 1970s. UW-Whitewater’s campuses are located centrally near Milwaukee, Madison, and Chicago, offering easy access to the cultural and commercial opportunities of major metropolitan areas. Near both Lake Geneva and the Wisconsin Dells, the area attracts numerous visitors from across the country. Whitewater is a vibrant college community near the Kettle Moraine State Forest offering area residents seasonal outdoor enjoyment. The nearby Rock County campus is located in Janesville, a town of 60,000 located on the Rock River and known as Wisconsin’s Park Place.

Organization Information

The University of Wisconsin-Whitewater is part of the 13-campus Universities of Wisconsin (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 Universities of Wisconsin 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 Annual Security and Fire Safety Report 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. EEO STATEMENT: Qualified applicants will receive consideration for employment without regard to color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, status as a protected veteran, or other bases as defined by federal regulations 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.

Contact Information

If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact us at 262-472-1024 or [e-mail]. For questions regarding the position, please contact: Talent Acquisition Human Resources [e-mail] 262.472.1024.