Administrative Assistant III
Working Title: Administrative Assistant III Official Title: University Services Program Associate Employment Class: University Staff FTE: 1.0 Compensation: $16.04 - $17.35/hour FLSA Status: Non-Exempt Terms of Employment: Continuous Position Summary: This position provides specialized administrative support for the Department of Student Recreation and Wellness. This position reports to the Director of Student Recreation performing a combination of complex duties in support of critical administrative functions (including but not limited to communication and fiscal operations). This individual independently provides financial management of financial data for all areas of the unit’s operations to include: expenditure analyses, interpretation and application of all related rules/regulations/policies, departmental equipment rental, intramural entries, sport club accounts, facility rentals, memberships and foundation revenues. This individual supports budgetary decision making and planning by the Director. This position requires knowledge of UWO campus, UW System, and state policy. This position is responsible for pre-auditing and processing for payment, accounts payable documentation related to direct payment requests, travel reimbursement requests, payment to individual reports, processing sport facility contracts and rental payments, purchase orders, and meal requisitions. The Administrative Specialist participates in the maintenance automated financial record keeping systems. This position also manages hiring and onboarding for all department student employees. This position requires extensive contact with other units within the division of student affairs and between campus departments and the general public. Responsibilities
40% Fiscal Operation Responsibilities
1. Chargeback, audit, invoice and deposit contracted user fees from Student Recreation programs, UW Oshkosh, community vendors, public school clients, non-profit agencies and corporate clients.
2. Perform accounts receivable functions for memberships, rentals, sponsorships, intramurals and event/team entry fees.
3. Develop, maintain and update a client database for the SRWC and Rec Plex rentals.
4. Establish and maintain income statement for revenue of all accounts.
5. Work closely with UW Oshkosh Internal Auditor to ensure that all new programs, policies and cash handling procedures adhere to UW System controls and guidelines.
6. Transfer revenue to department accounts for credits for use of services and supplies as needed.
7. Track and maintain all revenue derived from advertising sales, rentals, contracts and sponsorships.
8. Verify all allocation, expenditures and deposits with WISER reports and accounts.
9. Develop, audit and implement Fee Hold Policies on student records for non-payment of equipment checkout rental contracts.
10. Supervise, perform and train staff and students in point of sale and verification for SRWC, non-credit classes and faculty/staff memberships. Modify point of sale procedures and format as UW System and departmental needs and policies evolve.
11. Monitor 102 accounts for Intramural and Aquatic work study students. Transfer from 102 to 128 account with internal auditor to balance 102 account.
12. Develop, track and retrieve data using WISER, develop and maintain Excel spreadsheets (fee schedules, budgets, personnel, student payroll, major projects, purchasing (including P card) and other departmental needs.
13. Coordinate travel arrangements for all staff – determine costs, prepare travel authorization, reserve department vehicle or make flight arrangements, arrange accommodations and supplemental transportation, arrange for payment of registration fees, prepare travel reimbursement reports ensuring compliance with State regulations and limits.
14. Make recommendations and assist with special projects.
15. Prepare and process purchase requisitions for the staff.
16. Prepare blanket purchase orders and maintain log of expenditures against each blanket order to assure limits are not exceeded.
17. Maintain proper tracking process for department charge backs.
18. Work directly with outside vendors to order, resolve and reconcile problems with equipment and supply purchases received or services rendered.
19. Act as Site Manager with signature authority for the procurement card program - train and guide staff; keep all procurement card statements, documentation and receipts; reconcile accounts.
20. Use signature authority appropriately on purchases and work orders as directed.
21. Monitor the department’s on-going operation costs and inform administration of deficit or saving relative to the budget.
22. Answer all inquiries, both internal and external, and resolve discrepancies.
30% Administrative Program Support
1. Implement policies and procedures as established by Director. Relieve Director of detail work within the scope of delegated authority.
2. Provide administrative support to staff and Student Recreation committees: (e.g.) prepare campus-wide meeting notification per Open Meeting Law requirements; make meeting room arrangements; prepare and distribute agenda; record summary notes, transcribe and distribute minutes; solicit for replacement of committee members when term of service is complete.
3. Assist with the coordination of candidate search / screen activities with Equity & Affirmative Action, Provost Office, Human Resources, and the Vice Chancellor for Student Affairs. Coordinate and manage all aspects of search and screen administration for the department.
4. Compose confidential correspondence for signature (letters, memos, reports, etc.) using MS Word.
5. Open, prioritize and distribute mail. Respond independently when appropriate; note deadlines for necessary follow-up.
6. Manage memberships utilizing InnoSoft Fusion software.
7. Provide administrative support for Sport Club programs – assist in forms development and verify receipt to enable clubs to maintain membership; schedule Sports Clubs Advisory Council meetings – prepare agenda, record, transcribe and distribute minutes, advisors and administrators; serve on in-house planning committee for discussion of suggested program changes and subsequent presentation to SCAC for approval/adoption.
8. Train Student Recreation staff and Sport Club representatives on procedures regarding UW Oshkosh trademark & copyright policies, travel guidelines (including preparing travel itineraries and subsequent reimbursements), and how to engage university approved food vendors.
25% General Office Support
1. Modify, monitor, evaluate and implement office management and support procedures and policies utilizing InnoSoft Fusion Software; provide input and feedback.
2. Provide customer service by greeting and screening daily visitors, and answer questions relative to the SRWC.
3. Design and implement forms used by the department.
4. Perform clerical tasks – note taking, copying, information gathering for reports.
5. Coordinate and monitor duplicating and copying.
6. Assist w/ the coordination of the application / interview process, orientation, training and supervision for new student clerical & service desk staff, and LTE’s. Develop procedure manual and position descriptions.
7. Serve as the Employing Unit Coordinator for all student hires (including criminal background checks).
8. Plan, assign and guide office activities and procedures to ensure smooth operation and adequate support for departmental programs and staff.
9. Assist in securing office materials, supplies and equipment in a timely and cost-effective manner.
10. Order custodial supplies from MDS and outside vendors as appropriate.
5% - Departmental Information Technology Support
Qualifications Required: 1. Effectively promote diversity, equity, and inclusive excellence.
2. Quality Customer Service – Engage in all job-related interactions in a courteous and professional manner.
3. Effective written and oral communication.
4. Ability to provide support and development to students while identifying potential solutions to work related challenges.
5. Proven ability to manage multiple tasks and effectively organize work to ensure productivity and efficiency.
6. Willingness to anticipate, identify, and adopt to change.
7. Ability to work independently with a high degree of integrity and independent decision making within the scope of duties.
8. Knowledge of computer systems and ability to learn and train others in new systems as needed.
9. Ability to maintain confidentiality when required. Preferred: 1. Previous administrative experience.
2. Knowledge of campus, system, and state policies and guidelines.
3. Associates or Bachelors degree. To Apply:
Applicants must submit the following documents using the online application:
Cover Letter, Resume, 3 professional references.
For questions regarding your application and additional options to apply, contact Human Resources at email@example.com or 920-424-1166.
The University of Wisconsin System is engaged in a Title and Total Compensation (TTC) project to redesign job titles and compensation structures. As a result of the TTC project, official job titles on current job postings may change in 2021. Job duties and responsibilities will remain the same. For more information please visit: wisconsin.edu/ohrwd/title-and-total-compensation-study/ .
TO ENSURE CONSIDERATION: Applications received by Monday, June 28, 2021 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. Application materials will be evaluated and the most qualified applicants will be invited to participate in the next step of the selection process. Incomplete and/or late application materials may not receive consideration.
If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact the Office of Human Resources.
The University of Wisconsin Oshkosh (UWO) is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. We strongly encourage women, minorities, people with disabilities and veterans to apply. UWO, in compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, does not discriminate on the basis of race, color, national origin, religion, sex, sexual orientation, gender identity/expression, disability, or protected veteran status.
Diversity drives innovation, creativity, and progress. At the University of Wisconsin Oshkosh, the culture, identities, life experiences, unique abilities, and talents of every individual contribute to the foundation of our success. Creating and maintaining an inclusive and equitable environment is of paramount importance to us. This pursuit prepares all of us to be global citizens who will contribute to the betterment of the world. We are committed to a university culture that provides everyone with the opportunity to thrive.
UWO provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability, please contact firstname.lastname@example.org or 920-424-1166. This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.
Confidentiality of Applicant Materials
UWO is a State agency and subject to Wisconsin's Open Records Law. UWO will not, however, reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsin's Open Records law. In certain circumstances, the identities of "final candidates" and/or the identity of the appointed applicant must be revealed upon request.
CBC & Reference Check Policy
All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.
The University of Wisconsin Oshkosh does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term.
Annual Security and Fire Safety Report (Clery Act)
For the UWO Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see https://uwosh.edu/police/ , or call UWO Police Department, at (920) 424-1212 for a paper copy.
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