Office Support - University Staff Temporary Employee

University of Wisconsin Stout•Whitewater, WI

1d•$15

About The Position

Provides administrative and clerical assistance to ensure the smooth operation of an office. The University of Wisconsin - Whitewater seeks temporary Office Support employees. UW-WHITEWATER CONTINUALLY ACCEPTS UNIVERSITY STAFF TEMPORARY EMPLOYMENT (USTE) APPLICATIONS. Full-time students may not be eligible for University Staff Temporary Employment. Key Job Responsibilities: Some examples may include, but are not limited to: A. General Office Duties A1. Greet visitors, provide information, accept and relay messages, refer to appropriate faculty or office. A2. Oversee and maintain departmental equipment, furniture, keys, and office supplies (including business cards and photocopy machine). Order office supplies, coordinate equipment purchases, and complete maintenance requests. A3. Establish/maintain accurate inventory of capital/non-capital items. A4. Maintain inventory of printed marketing items in cooperation with the Communications and Marketing Coordinator. Work with University Mail Room and Printing Services to mail various publications A5. Attend pertinent meetings, workshops and seminars relevant to the enhancement of job performance as time permits. B. Office Administration B1. Ensure accuracy of University, unclassified, and student staff hours and leave reports. B2. Help coordinate new staff searches. B3. Perform various data entry tasks as they arise. B4. Develop and carry out an application maintenance system with the University Archivists for Records Retention Disposition Authorization. B5. Maintain accurate, current event and meeting files and documents. B6. Maintain office financial records on budget expenses and balances, and verify and reconcile monthly expenditures. B7. Provide assistance with preparation of brochures, flyers, pamphlets, program agendas, graphs/charts as well as digital media including web pages on behalf of Directors, Assistant Directors, and Academic Coordinators. C. Correspondence and Processing C1. Maintain contact and serve as liaison with other college departments, campus offices, or general public in coordinating departmental functions and providing information. C2. Take minutes at meetings as necessary; prepare and distribute minutes and other reports as required. C3. Request cash travel advances and report expenses per system policy. C4. Schedule and maintain appointments and meetings D. Office Management D1. Participate in decisions for physical needs of Department. D2. Independently responsible for the operation of and training on the Departmental computers. D3. Provide occasional project and staff support as needed. D4. Actively participate on event coordination teams to establish event goals and delegate responsibilities appropriately. D5. Take the lead in event management, including but not limited to, room reservations and set up, catering orders, invitations and registration, print materials, décor and entertainment, and invoice processing. D6. Coordinate event related marketing or print materials. D7. Develop and implement office procedures and processes as appropriate.

Requirements

Extensive knowledge of various uses of computer applications such as spreadsheets, databases, and word processors. The tools include Windows operating system, Microsoft Office, Excel, Adobe Acrobat, Calendar, and web tools.
Skilled in typing proficiency and excellent 10-key skills.
Basic accounting knowledge.
Effective problem-solving techniques and decision-making skills in difficult situations.
Excellent written and oral communication skills and familiarity with business style format.
Ability to exercise considerable independent judgment, attention to detail, and high level of accuracy.
Excellent organizational skills and the ability to prioritize and organize a variety of activities and projects simultaneously.
Capacity to take initiative on projects and office duties, and a willingness to learn new processes.
The ability to delegate work to appropriate staff, such as student employees.
Ability to train and supervise student employees.
Knowledge of basic supervisory techniques in order to monitor and evaluate work and provide information for performance evaluations.
Excellent interpersonal skills and the ability to provide accurate and efficient service to staff, clients, other campus personnel, the general public, and vendors.
Ability to interact respectfully with people from diverse socioeconomic, cultural and ethnic backgrounds.
Ability to lift 40 pounds.
Willingness and ability to be an active participant in following applicable safety rules and regulations including necessary training and drills.
Ability to interact respectfully with people with diverse socioeconomic, cultural and ethnic backgrounds.

Responsibilities

Greet visitors, provide information, accept and relay messages, refer to appropriate faculty or office.
Oversee and maintain departmental equipment, furniture, keys, and office supplies (including business cards and photocopy machine). Order office supplies, coordinate equipment purchases, and complete maintenance requests.
Establish/maintain accurate inventory of capital/non-capital items.
Maintain inventory of printed marketing items in cooperation with the Communications and Marketing Coordinator. Work with University Mail Room and Printing Services to mail various publications
Attend pertinent meetings, workshops and seminars relevant to the enhancement of job performance as time permits.
Ensure accuracy of University, unclassified, and student staff hours and leave reports.
Help coordinate new staff searches.
Perform various data entry tasks as they arise.
Develop and carry out an application maintenance system with the University Archivists for Records Retention Disposition Authorization.
Maintain accurate, current event and meeting files and documents.
Maintain office financial records on budget expenses and balances, and verify and reconcile monthly expenditures.
Provide assistance with preparation of brochures, flyers, pamphlets, program agendas, graphs/charts as well as digital media including web pages on behalf of Directors, Assistant Directors, and Academic Coordinators.
Maintain contact and serve as liaison with other college departments, campus offices, or general public in coordinating departmental functions and providing information.
Take minutes at meetings as necessary; prepare and distribute minutes and other reports as required.
Request cash travel advances and report expenses per system policy.
Schedule and maintain appointments and meetings
Participate in decisions for physical needs of Department.
Independently responsible for the operation of and training on the Departmental computers.
Provide occasional project and staff support as needed.
Actively participate on event coordination teams to establish event goals and delegate responsibilities appropriately.
Take the lead in event management, including but not limited to, room reservations and set up, catering orders, invitations and registration, print materials, décor and entertainment, and invoice processing.
Coordinate event related marketing or print materials.
Develop and implement office procedures and processes as appropriate.