Administrative Assistant III

Universities of Wisconsin • Milwaukee, WI

1d • $23 - $25 • Onsite

About The Position

Reporting to the Department Chair, this position provides administrative support for the academic operations of the Department of Communication. It ensures departmental needs are met and supports comprehensive operations, financial planning and administration, personnel administration, instructional activities, and liaison with other campus offices. This role requires independent judgment and decision-making skills, and acts as a lead worker to the front office Administrative Assistant.

Requirements

• Bachelor’s degree
• Proficiency in Microsoft Office Suite
• Knowledge of standard office practices and procedures
• Strong oral and written communication skills
• Ability to learn new software and web-based applications
• Excellent attention to detail
• Ability to manage multiple tasks and meet deadlines
• Ability to communicate effectively with faculty, staff, students, and the general public

Nice To Haves

• Knowledge of the College of Letters and Science and University policies and procedures related to academic program administration
• Experience effectively using UWM systems including Workday, PAWS, CIM, CLSS, and Slate
• Experience with grant administration

Responsibilities

• Perform administrative duties and manage the department office, deciding on priorities and organizing office work for faculty, part-time lecturers, and graduate teaching assistants.
• Develop and update guidelines for efficient functioning of the Department of Communication office and support staff, recommending and initiating changes in office procedures.
• Serve as administrative assistant to the Chair, liaising with the Dean’s office, other UWM offices, faculty, staff, students, and the public, advising on deadlines and managing correspondence.
• Act as liaison with L&S Administrative Office, Graduate School, and other offices.
• Act as liaison for UW-System and University units during audits for campus units and outside vendors for procurement of departmental equipment and supplies.
• Archive department records in accordance with UWM records management policies and dispose of documents according to University regulations.
• Inform departmental graduate assistants and new instructors about department policies, office space, keys, copier, and computer and equipment usage.
• Assist faculty and graduate students in complying with University policies and procedures for spending and travel.
• In the absence of the front office Administrative Assistant, assist visitors, answer phone calls, and respond to student inquiries.
• Provide support for faculty and staff recruitment processes as needed, coordinating recruitment steps with the Chair and Letters & Science Human Resources.
• At the request of the Chair, initiate requests for reappointment for part-time/ad hoc academic staff and manage the rotation of unclassified appointment contracts.
• Maintain faculty, ad hoc, classified, LTE, and student personnel files.
• Coordinate appointments and create annual TA and ad hoc contract letters for all new and returning graduate teaching assistants, preparing and processing all required paperwork.
• Distribute I-9 forms and audit newly completed forms for accuracy, recertify personnel for any lapse of employment, change in status or title, and track certification and proper Visa status for Foreign Nationals.
• Maintain Department email reflector lists and facilitate access to Department materials (Ufiles, Teams, etc.) for new faculty, lecturers, and graduate students.
• Work with the department Chair to prepare and maintain instructional and academic budgets.
• Monitor all departmental accounts, including supply and expense, instructional equipment replacement, salary budgets, UWM Foundation accounts, grants, awards, and program revenue.
• Recommend annual allocations, monitor expenditures, make necessary adjustments, reconcile department records against the accounting system, resolve discrepancies, and prepare reports for the Chair’s review.
• Serve as delegated signature authority over all Supply & Expense expenditures, salary forms, and invoices.
• Track expenditures and paperwork for campus events such as conferences, colloquia, and prospective student visits, initiating and helping manage necessary forms.
• Coordinate all paperwork concerned with travel for faculty and graduate students, preparing reports for reimbursement, travel and purchase authorizations, and authorized pre-payments.
• Review all Supply & Expense expenditures for accuracy and compliance with University rules and regulations.
• Prepare and track spending authorizations.
• Prepare any external requisitions when necessary.
• Manage the department copier account.
• Function as the Procurement Credit Card Coordinator for the Department for purchases up to $2,000.
• Use and manage the department procurement card to make purchases consistent with UWM purchasing policy.
• Keep a log of all Purchasing Card (P-Card) purchases and receipts.
• Audit monthly statement for accuracy.
• Verify delivery of merchandise.
• Audit the University financial system.
• Function as purchasing agent for the Department within University regulations.
• Order office supplies from University contract vendors.
• Inventory supplies.
• Advise faculty and staff on procurement policies and procedures.
• Facilitate the resolution of any purchasing issues with appropriate University offices and external vendors.
• Coordinate with the appropriate UWM office for purchases beyond Administrative Assistant III’s jurisdiction.
• Prepare requisitions.
• Verify delivery of merchandise.
• Conduct follow-up inquiries regarding purchases and resolve delivery problems.
• Audit the UWM financial system.
• Work with the Chair in assembling the department schedule of classes for each semester, preparing the schedule for final review, and tracking and communicating all changes.
• Assist in maintaining compliance with University policies.
• Maintain and enhance knowledge of departmental and College operations by attending meetings and keeping abreast of relevant projects and initiatives.
• Maintain and enhance knowledge and skills related to new technology, including equipment and/or software applications, and assess potential applications to department processes.
• Assist with special projects.
• Perform other duties as assigned.
• Ensure the security and confidentiality of records and information, protecting against unauthorized access or use.

Benefits

• Criminal background check
• Reference check
• Reasonable accommodations for individuals with disabilities
• Confidentiality of applicant materials (subject to Wisconsin's Open Records Law)
• Employment eligibility verification

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level