Administrative Assistant III - School of Business and Economics

Universities of Wisconsin•River Falls, WI

2d•Onsite

About The Position

Provides general administrative support primarily to the Department Chairs of Accounting and Finance, Management and Marketing, Economics, and Military Science. Establishes, maintains, and ensures compliance of department records to ensure departmental goals. Tracks department funds and purchasing. May handle a variety of clerical, student support, and facility coordination duties. Additional project support for the Associate/Assistant Dean(s) for the School of Business and Economics may be requested as required.

Requirements

Proficient in the use of Microsoft Office, particularly Excel, Word and Outlook
Proven ability to: Learn new/proprietary software programs (ex. Workday)
Use critical thinking skills to take instruction from multiple people and prioritize tasks
Maintain concentration and accurately complete tasks amid distractions and interruptions
Provide excellent customer service via the phone, email, and in-person
Excellent judgment with sensitivity to personal and confidential information
H.S. Diploma

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 personal workspace and office etiquette

Responsibilities

Serves as a primary point of contact for the academic departments
Assist as receptionist in the South Hall office
Monitors general in-box and voice messaging systems
Refers inquiries to appropriate personnel
Serve as liaison with campus units that provide support for faculty, staff, and facilities - i.e., Department of Technology Services, Facilities Management, Parking and Police, Campus Reservations, etc.
Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
Assist faculty and staff members with registering for campus and off campus conferences or training and in securing travel arrangements and accommodations for said events
Advise faculty and staff on current standard policy and procedures including but not limited to travel regulations, state vehicles, Fast Copy, audio visual requirements, room reservations, etc.
Develops, implements, and maintains methods and organizational systems directed at the maintenance of electronic/physical records related to department operations according to established policies and procedures
Coordinates projects and program components including, scheduling and logistics, unit workflow, and identifies areas for process improvements
With Chair guidance, prepare and submit for Dean approval: Course schedules, corresponding faculty load reports and request to hire forms, Schedule change requests, Special Course Fee requests
Identifies, troubleshoots, and resolves problems regarding technical systems and programs related to department operations
New employee technology and access requests
Provide first line assistance on matters relating to instructional technology equipment in South Hall classrooms, maintenance issues, and multifunctional devices (printer/copier/scanners). Contact DoTS when requested for IT issues.
Helps chairs and directors monitor department, unit or program budget and expenses, and may assist in the development of program budget and projections
Manage inventory and facilitate purchasing of office and classroom supplies for faculty and staff
Facilitate the purchase of and maintain appropriate documentation for approved special course fee materials
Periodically, compile summary of the department’s account status (projected balance or deficits) and report to the Department Chair if warranted
Prepare and process memos to transfer funds or re-allocation of expenses based on the nature of the expenses incurred.
May provide operational guidance and training on day-to-day activities of student workers and program staff
Assist with Student Employment/Work Study process
Facilitate hiring of student workers as requested
Direct and coordinate the office functions performed by student clerical staff
Check quality of work
Approve student hours
Help coordinate the CEBAH Award Reception in April, with assistance from other administrative personnel
Receive names of students involved from Registrar’s Office, student award processes
Send invitations and track RSVPs
Reserve room one year in advance
Manage the catering order
Event venue set-up and aid in distributing awards
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
Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
Develops, sends, receives, copies, and distributes communications to the appropriate entities 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