Administrative Assistant III - Academic Affairs / Provost's Office
About The Position
The Administrative Assistant III (AD003) provides administrative support across multiple units, as assigned, within Academic Affairs. The assistant will be cross trained in a variety of administrative skills, to provide comprehensive support and back-up assistance within the division, as needed. The position utilizes discretion, operates with minimal supervision, makes use of varying technology systems, and collaborates extensively with stakeholders on activities including customer service and continuous improvement. The Provost’s Office and units within Academic Affairs consist of dedicated professionals to ensure that UW-Stout provides the best possible environment for teaching and learning, scholarship, research, creative activities, and student services. Competitive salary commensurate with qualifications and experience. A six-month probationary period is required.
Requirements
- Minimum of two years of experience working in an office setting
- Strong organizational, administrative and resource management skills
- Attention to detail, proofreading and editing skills
- Excellent interpersonal, verbal and written communication skills
- Customer service experience
- Ability to work independently and as a part of a team
- Supportive of an inclusive work environment of diverse people, situations and ideas
- Good work habits, such as attendance, punctuality, accountability, thoroughness, ability to prioritize work
- Excellent judgement including sensitivity to personal and confidential information
- Proficient with standard business software (e.g. Microsoft Office: Word, Excel, Outlook, Adobe, the internet)
Nice To Haves
- Associate degree or higher
- Three (3) or more years of recent, consecutive years of experience working in a higher education environment.
- Experience with web development
- Experience supporting multiple units
Responsibilities
- Provide comprehensive support and administrative assistance to assigned units.
- Serve as the first point of contact for assistance and provide basic organization information via phone, in person and through other communication mediums, routing more complex inquiries to appropriate entities.
- Schedule logistics and secure resources for meetings, conferences, event coordination, travel, and work operations.
- Maintain the unit space and monitor, stock, order, and inventory office supplies to ensure adequate materials are available for workplace operation, in coordination with direction from the Academic Affairs Accountant.
- Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures
- Prepares and audits complex records, edits documents, reviews work done by others and collaborates on special projects and new initiatives
- 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
- Manage computer hardware/software/equipment purchases in accordance with campus policy/procedures; maintain computer inventory and keys audits
- Assist with personnel document processing
- Liaise for student worker hiring, training, etc.
- Facilitate recruitments, as needed and in accordance with HR practices and guidelines
- Assist with budget-related items: Reconcile purchasing: p-card, ShopUW, etc. Perform general budgeting: event planning, student worker tracking
- Manage the unit(s) website
- Assist with event planning and coordination, including workshop/speaker contracting
- Assist with program assessment, evaluation efforts, and end of year reporting
- Coordinate and maintain training records, databases and track professional development purchasing and activities
- Multi-Modal Instructional Supports (40%): Director Administrative Support and Coordination Instructional Design (ID) Nakatani Teaching and Learning Center (NTLC) Academic Affairs Centers (35%) Other duties, as assigned 25%
Benefits
- The Universities of Wisconsin provides an excellent benefits package including participation in the Wisconsin State retirement plan, demonstrating our commitment to the diverse needs of our employees.
- Employee Benefits: https://www.wisconsin.edu/ohrwd/benefits/
- To calculate the estimated value of your total compensation, use the Health & Retirement Contributions Estimator | Employee Benefits (wisconsin.edu)
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
Number of Employees
5,001-10,000 employees
