Administrative Assistant II

University of Wisconsin Stout • La Crosse, WI

2d • Onsite

About The Position

Provides administrative and programmatic support to the offices of Multicultural Student Services and McNair Scholars Program. This multi-function position works with personnel, students, and members of the public from all ethnic, socioeconomic, and cultural backgrounds, often dealing with confidential and sensitive information. Essential qualities include advanced organization, interpersonal communication, and intercultural skills, computer literacy, expense/budgetary skills, and ability to independently manage and prioritize numerous responsibilities. Responsibilities may include coordinating, training and assisting in the supervision of student office workers. Work is carried out independently under general direction using expertise, discretion, and judgment to successfully achieve the goals and mission of the department/units. This position is partially funded by federal TRIO program grant funding from the Department of Education, and is subject to annual review and reappointment based on performance criteria and availability of grant funding.

Requirements

• Experience as administrative support in an office setting.
• Demonstrates competence with software such as Microsoft Office Suite (SharePoint, Excel, Outlook, and Teams)
• Bookkeeping and/or expense management experience.
• Excellent organizational, time management, prioritization skills, and attention to details.
• Ability to work independently and collaboratively to set priorities and goals to meet the responsibilities of the position.
• Demonstrated experience and evidence of: establishing a work environment that affirms and embraces identities from all backgrounds
• strong verbal and written communication and interpersonal skills, excellent work habits, such as attendance, punctuality, accountability, thoroughness, and resourcefulness
• good judgment including sensitivity to personal and confidential information.
• Willingness to learn technological tools used for expense processing, procurement, electronic agreements, and other software used in higher education.

Nice To Haves

• More than one-year experience as administrative support in higher education or relevant field
• More than one year expense management experience
• More than one-year computer skills and knowledge
• Associate degree or professional certification
• Knowledge of inventory/record keeping
• Knowledge of and experience with procurement processes
• Knowledge of event and/or travel planning
• Ability to plan, assign, and supervise the work of others (student supervision)
• Demonstrated practice of enhancing professional skills by participating in professional development workshops, seminars, and training sessions, related to current position responsibilities
• Ability to meet and work effectively with people across multiple levels of the organization, including students, faculty and administrators across the university
• Experience and evidence of working with populations with different ethnic, socioeconomic, and cultural backgrounds

Responsibilities

• Office Management and Programmatic Support
• Assist with office correspondence and communication
• Update communications used by department regularly to include mailings, emails, announcements, and reports
• Assist with the coordination of department meeting to include agendas, minutes, room reservations and calendar invites
• Schedule meetings and make room reservations
• Manage office supply inventory and equipment (to include computers) under the supervision of the director
• Assist with data collection for retention, grant, and departmental goals for reports and information requests.
• Train, schedule tasks/hours and assist in supervision of student workers
• Verify and submit hours on the appropriate software
• Create process and follow up on work assignments
• Set expectations for student workers
• Attend meetings and professional development opportunities offered by department, division, or administration as assigned
• Serve on university or division committees
• Other duties as assigned, reflective of unit and divisional mission and values
• Expense Management
• Assist in travel planning, cash advances, and processing expense reimbursements
• Assist with creating and processing university forms and documents for the office (i.e. PIR, ASSA, Expense Reports, Food Approvals, Prize Approvals, Work Orders, Purchase Requisitions, IT Requisitions)
• Manage procurements for the department utilizing university systems
• Utilize, assist, and document procurement card expenses for departmental purchases.
• Communication & Flow of Information
• Coordinate mass mailings and emails to assist in retention efforts
• Compile and create various invitations lists and distribute for events when needed
• Compose and develop marketing/ invitations for special department programming
• Manage incoming department’s telephone calls and be first point of contact
• Contribute to social media presence as assigned
• Manage or contribute to social media presence as assigned

Benefits

• Paid vacation for 12-month positions.
• Excellent flexible health insurance with low co-pays and good coverage.
• Paid holidays and paid sick days.
• Retirement system (vested after 5 years of employment)

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree