Administrative Assistant III

University of Wisconsin Stout • Oshkosh, WI

6d • Onsite

About The Position

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 and the Associate Vice Chancellor of Curricular Affairs and Student Achievement. Additionally, this role provides support for the Office of the Provost and Vice Chancellor.

Requirements

• 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.
• High school diploma

Nice To Haves

• 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
• Associate's or Bachelor's degree

Responsibilities

• Provides general Administrative Support to the AVC of Faculty and Academic Affairs as well as the AVC of Curricular Affairs and Student Achievement including scheduling appointments and meetings, assisting with travel arrangements, creating files using Microsoft Word and Excel, and greeting visitors.
• 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.
• Keeps 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.
• Assists coordinating Higher Learning Commission (HLC) visit preparations and submission of reports. Completes and tracks payment requisitions.
• Provides logistical support for events for CETL and attends Advisory Board meetings.
• Supports meeting arrangements and may take minutes.
• 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.
• Provides 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.
• Maintains electronic and physical records following established policies and procedures.
• Maintains confidentiality, acts with discretion, and provides outstanding customer service to visitors.
• Assists with special projects as requested by UBO and Executive Assistant II.
• Distributes mail to staff members within the Office of the Provost and Vice Chancellor.
• Assists with Maintenance of the website for the Office of the Provost and Vice Chancellor.

Benefits

• The University of Wisconsin Oshkosh does not offer H-1B or other work authorization visa sponsorship for this position.
• Reasonable accommodations are provided to qualified individuals with disabilities.
• Confidentiality of applicant materials is maintained as required by Wisconsin's Open Records Law.
• Pre-employment screening includes a criminal background check, work authorization, and verification of education.
• References will be checked.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED