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Business Services Office Assistant

Employer
University of Wisconsin La Crosse
Location
Wisconsin, United States
Salary
Salary Not Specified
Date posted
Dec 3, 2020


Posting Details

Recruitment Number

979

Working Title

Business Services Office Assistant

Position Type

Staff/Administrative

Appointment Percentage

100

Division/College

Administration and Finance Division

Description of College / Department / Program / Division / Unit

Position Summary

Under the general supervision of the Controller this position will provide professional front desk support and office management for Business Services. Support includes greeting and assisting customers, routing information/documents received to appropriate staff, scheduling meetings, collecting and distributing mail, and logging and imaging documents. Office management includes maintaining current knowledge of office equipment functionality, maintaining supply, key and equipment inventories, ordering supplies, maintaining the front desk/reception area and supporting the unit in records retention efforts. The normal work schedule for this position is Monday through Friday, 7:45 a.m. to 4:30 p.m.

Required Qualifications

• Minimum of high school diploma.
• Demonstrated ability to communicate clearly, respectfully, and effectively in face-to-face, oral, written, and electronic forms.
• Demonstrated experience in the use of software including Microsoft Office Suite, email, and electronic calendars.
• Excellent communication skills.
• Strong organizational and time management skills.
• Detail oriented.
• Ability to work independently, as well as function effectively in a team and with a diverse group of people.
• Ability to exercise independent judgment in complex and new situations.
• Ability to use discretion and good judgment regarding confidential information.
• Ability to multi-task and manage multiple concurrent projects while meeting strict deadlines.
• Knowledge of modern office practices, including use of office equipment.

Preferred Qualifications

• Three years of office/administrative work experience.
• Work experience providing excellent customer service.
• Work experience in a higher education setting.
• Knowledge or experience with ImageNow, Qualtrics, Visio and GoogleApps.

Physical Demands

• Ability to sit for extended periods of time.

Working conditions and environment

Miscellaneous Information

Duties/Responsibilities

These are the job duties required for the position.

Responsibility Statement

Business Services support

Duties to Support Responsibility

• Respond to all inquiries (to include, but not limited to incoming telephone calls and voicemail, fax, Business Services e-mail account(s), and walk-in) in a prompt professional manner.
• Provide general Business Services information to customers, using professional judgment to determine appropriate area to respond to specific inquires.
• Route messages, set appointments, and contact appropriate staff to assist customers.
• Maintain the personal calendar of the Controller and unit Managers (as requested) and the Business Services meeting room calendar.
• Schedule appointments and coordinate meetings of various individuals, committees and groups seeking clarification when needed on priority order. Coordinating meetings may include, but is not limited to, reserving conference rooms, making copies of meeting materials and arranging catering as needed.
• Coordinate travel arrangements for the Controller, unit Managers, and staff (as requested). Ensure meeting materials, travel directions, and other necessary information is prepared prior to departure. Assist with travel reimbursement process upon return.
• Set up and maintain email distribution groups and send correspondence, as requested.
• Assist with updating the Business Services website. This includes reviewing webpages, working with office staff to make sure information is current and working with University Communications to implement any website template changes.
• Image documents promptly, ensuring that current documents are completed and historical documents are imaged to meet the timeline established by the Controller.
• Record and distribute Accounts Payable and Student Faculty Organization checks, following the documented procedures to ensure proper identification and security of checks.
• Record the receipt of all checks and identified forms (ie: Lump Sum Payments, etc.) in a prompt and timely fashion, following identified procedure.
• Review, sort and distribute incoming mail (morning and afternoon) working closely with the Cashiers Office; use the established practice to ensure fiduciary responsibilities are met.
• Provide general clerical support to the Controller and managers as requested.
• Assist with gathering of information as requested.

Percentage Of Time

80

Essential

Yes

Responsibility Statement

Office management

Duties to Support Responsibility

• Front Desk/Reception area and common office areas –
o Maintain, clean and organized areas, contacting Custodial Services as needed for non-routine cleaning needs.
o Maintain a clean and clutter free workstation/front desk area.
o Nightly ensure that all documents are secured and not left out at workstation/front desk area.
• Office Equipment
o Develop and maintain a current knowledge of general features and general operating tasks of Financial Services computers, printers and portable devices; convey this knowledge with others as requested.
o Contact service personnel as needed for repair or maintenance.
o Maintain supplies and perform general upkeep of these devices.
• Maintain an inventory of office equipment, supplies and keys. Monitor office supply levels and follow procedure for ordering supplies.
• Draft, review and recommend standard operating procedures ( SOP ) for Office Management and Financial Services support.
• Support contract administrator as requested.
• Assist staff with the processing of records retention materials.

Percentage Of Time

15

Essential

No

Responsibility Statement

Miscellaneous

Duties to Support Responsibility

• Other projects or duties as assigned by supervisor.

Percentage Of Time

5

Essential

No

Posting Detail Information

Special Instructions

Posting Date

Close Date

Continuous Recruitment

Yes

Continuous Recruitment First Review Date

12/30/2020

Position Contact Name

Jason Steiner

Position Contact Email

jsteiner@uwlax.edu
Required Documents
Required Documents
  1. Resume/Curriculum Vitae
  2. Cover Letter/Letter of Application
  3. Reference Contact Information
Optional DocumentsSupplemental Questions

Required fields are indicated with an asterisk (*).

  1. * The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. §. 19.36(7).
    • I prefer my identity remain confidential and have read and understand that if I am the successful candidate for this position, my name may be released.
    • I do not request that my identity remain confidential.
  2. * Please provide your most recent employer, supervisor name and contact information, including phone number and email address. (Per UPS Operational Policy: TC 1, UW System requires reference checks related to sexual harassment and sexual violence to be conducted at a minimum with a final candidate’s most recent employer and with all previous UW System institution and State of Wisconsin agency employers from the past seven years.)

    (Open Ended Question)

  3. * Are you currently employed by or have you been employed by a UW System institution or a State of Wisconsin agency during the last seven (7) years? Please answer yes or no. If yes, provide the institution or agency name, your supervisor and contact information, including phone number and email address.

    (Open Ended Question)

  4. How did you hear about this employment opportunity?
    • PeopleFirst HR Solutions
    • Other


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