Administrative Assistant III - School of Business and Economics

University of Wisconsin Stout•River Falls, WI

22h•Onsite

About The Position

The Administrative Assistant III provides general administrative support primarily to the Department Chairs of Accounting and Finance, Management and Marketing, Economics, and Military Science. The role establishes and maintains departmental records, supports compliance with established policies, tracks department funds and purchasing, and may perform clerical, student-support, and facility-coordination duties. Additional project support for the School of Business and Economics Associate/Assistant Dean(s) may be requested. The position serves as a primary point of contact for the academic departments and supports their day-to-day operations, including communications, scheduling, records, purchasing, budget monitoring, technology coordination, and student employment. The role also helps coordinate the annual CEBAH Award Reception. The position pays $21 per hour and requires a six-month probationary period.

Requirements

High school diploma or equivalent.
Proficiency with Microsoft Office, particularly Excel, Word, and Outlook.
Ability to learn new or proprietary software programs, such as Workday.
Ability to use critical-thinking skills to take instructions from multiple people and prioritize tasks.
Ability to maintain concentration and accurately complete tasks amid distractions and interruptions.
Ability to provide excellent customer service by phone, email, and in person.
Excellent judgment and sensitivity when handling personal and confidential information.

Nice To Haves

One year or more of experience in an office environment.
Experience with multi-line telephone systems and networked multifunctional devices.
Understanding of and ability to apply best practices for maintaining a personal workspace and office etiquette.

Responsibilities

Serve as a primary point of contact for the academic departments and assist as receptionist in the South Hall office.
Monitor general inboxes and voicemail systems, refer inquiries to appropriate personnel, and liaise with campus support units.
Schedule and secure logistics and resources for meetings, conferences, travel, and work-unit operations.
Assist faculty and staff with conference or training registration and travel arrangements; advise them on relevant policies and procedures.
Develop, implement, and maintain electronic and physical records and organizational systems in accordance with established policies and procedures.
Coordinate projects and program components, including scheduling, logistics, workflow, and process-improvement opportunities.
Prepare course schedules, faculty-load reports, hiring requests, schedule-change requests, and special-course-fee requests for Chair guidance and Dean approval.
Troubleshoot technical systems and programs related to department operations; submit new-employee technology and access requests; provide first-line classroom instructional-technology and multifunction-device assistance and contact DoTS for IT issues when requested.
Help Chairs and directors monitor budgets and expenses and assist with budget development and projections as needed.
Manage inventory and facilitate purchasing of office and classroom supplies; purchase approved special-course-fee materials and maintain related documentation.
Compile periodic account-status summaries and report projected balances or deficits to the Department Chair when warranted.
Prepare and process fund-transfer or expense-reallocation memos.
Provide operational guidance and training to student workers and program staff as needed.
Assist with student employment and work-study processes, facilitate student-worker hiring, coordinate student clerical staff, check work quality, and approve student hours.
Help coordinate the CEBAH Award Reception, including obtaining student names, sending invitations, tracking RSVPs, reserving a room, arranging catering and venue setup, and assisting with award distribution.
Develop, send, receive, copy, and distribute communications according to established policies and procedures.
Prepare and audit complex records, edit documents, and review work completed by others.
Provide organizational information to individuals and groups by phone, in person, and through other communication channels.