HBSSW Head of School and Applied Gerontology Assistant

University of Wisconsin Milwaukee•Milwaukee, WI

14d•$24 - $26•Onsite

About The Position

This position provides administrative assistance to the Head of School, HBSSW, and the Endowed Chair and staff of the Office of Applied Gerontology. The individual occupying this position has a broad range of responsibilities for organizing and managing support services related to the Head of School’s and Applied Gerontology Offices’ multiple research, education, and outreach projects. These services include management of physical and electronic files, preparation of purchasing forms, tracking expenses and preparing budget reports, and outreach projects. This is a 100% university staff-ongoing position, reporting to the Endowed Chair and the HBSSW Head of School. Hours, approximately 40 per week, will be determined with the supervisor and incumbent based on the needs of the office. This is an in-office position.

Requirements

Associate's degree (or higher) or equivalent work experience in social work, sociology, gerontology, administration or related field.
Minimum of one year of administrative support experience supporting a leader/administrator

Nice To Haves

Demonstrated ability to manage multiple projects.
Experience interacting and working with students in a higher education setting.
Evidence of strong communication and customer service skills.
Experience working with social service or health agencies, foundations, and other community organizations
Proficiency using Microsoft Office Suite products such as Word and Excel.
Experience with WISER, PAWS, and Workday, or a willingness to learn.
Knowledge of WordPress, Emma Email Marketing, and social media, or a willingness to learn.
Experience working in a university/higher education setting in an administrative support role.

Responsibilities

Office Management
Creates and maintains business related office files and office organization.
Assists in researching information about policies, procedures, and status of requests as needed.
Assists with communications with external partner organizations.
Serves as a contact person for inter-campus relations, including managing contracts with UWM Telecommunications, Physical Plant, Printing Services and Mail Services.
Maintains equipment inventory.
Schedules meetings and proactively manages a dynamic meeting schedule on a daily basis.
Supervises work study and other students.
Event Planning
Creates projected budgets for events and purchases event materials in accordance with UWM purchasing policies.
Outreach and Marketing
Maintains office contact lists and creates outreach emails to students, staff, and community members regarding events and scholarship opportunities.
Budgets, Accounting, and Purchasing
Makes all office purchases in compliance with UWM purchasing policies.
Completes and tracks all expense related forms.
Works with HBSSW accountants to transfer expenditures and internal requisitions to correct funding sources.
Travel Arrangements and Expenses
Processes and tracks travel expense reports, absence and travel forms, and related needs.
Miscellaneous
Troubleshoots repair on malfunctioning office equipment for faculty and staff.
Assists with logistics for training programs.
Other duties as assigned.
Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
Serves as a first point of contact for individuals and groups, provides basic organizational information via phone, in person and through other communication mediums, and routes more complex inquiries to the appropriate entities
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