Administrative Assistant III

Universities of Wisconsin•Oshkosh, WI

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 of Faculty & Academic Affairs and the Associate Vice Chancellor of Curricular Affairs and Student Achievement, as well as general administrative support to the Office of the Provost & Vice Chancellor of Academic Affairs, reporting to AVC Josh Garrison.

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 interpret and apply University and System policies and procedures
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 diversity, equity, and inclusion
Experience with event planning

Nice To Haves

Previous work experience in a college or university setting
Experience with University systems, policies, and processes
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.

Responsibilities

Provides general Administrative Support to the AVC of Faculty and Academic Affairs as well as the AVC of Curricular Affairs and Student Achievement with responsibilities including but not limited to: Schedule appointments and meetings, assist with travel arrangements
Create files for letters, memos, and reports as requested using Microsoft Word and Excel
Greet and assist visitors when they arrive in the office
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.
Keep 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
Assist coordinating Higher Learning Commission (HLC) visit preparations and submission of reports.
Completes and tracks payment requisitions.
Provide logistical support for events for CETL and attend 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
Provide 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
Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision
Maintains electronic and physical records following established policies and procedures.
Maintain confidentiality, act with discretion, and provide outstanding customer service to visitors
Assist with special projects as requested by UBO and Executive Assistant II
Distribute mail to staff members within the Office of the Provost and Vice Chancellor
Assist with Maintenance of the website for the Office of the Provost and Vice Chancellor
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
Prepares and audits complex records, edits documents, and reviews work done by others
Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums
Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations