University Services Program Associate



Posting Details

Recruitment Number

1061

Working Title

University Services Program Associate

Position Type

Staff/Administrative

Appointment Percentage

100%

Division/College

Diversity and Inclusion

Description of College / Department / Program / Division / Unit

The primary role of the Division of Diversity and Inclusion is to ensure that diversity, in its many forms, is understood, respected, and valued. The Division advocates for access, equity and inclusion while encouraging critical dialogue, thinking, and meaningful educational interactions on campus and in the community. The Division includes the following departments: Campus Climate, ACCESS Center, Diversity and Inclusion, Multicultural Student Services, Pride Center, Student Support Services, and Upward Bound, Equity and Affirmative Action,
Title IX, Institute for Social Justice.

Position Summary

Reporting to the Vice Chancellor and Assistant Vice Chancellor for the Office of Diversity & Inclusion, the University Services Program Assistant ( USPA ) is responsible for performing high-level administrative duties to support the office and ultimately the professional operations of the Division of Diversity & Inclusion. This position works closely with senior administrative staff within the division and regularly interacts with the Chancellor’s office, the Provost’s office, Vice Chancellor of Student Affairs, academic deans, student government leadership, faculty, staff, students and external groups and individuals.
The USPA coordinates several divisional projects including logistics for divisional meetings and events, directly supervises student assistants, and manages information that is sensitive and confidential.

Required Qualifications

• Minimum of high school diploma.
• Administrative support experience.
• Demonstrated experience in the use of software including Microsoft Office Suite, email, and electronic calendars.
• Demonstrated bookkeeping experience, especially pertaining to budget, travel, and procurement records.
• Demonstrated ability to communicate clearly, respectfully, and effectively in face-to- face, oral, written, and electronic forms.
• Excellent organizational, time management, and multi-tasking skills with an attention to detail despite frequent interruptions.
• Demonstrated ability to work independently and collaboratively and set priorities to meet the demands of the position.
• Demonstrated ability to use discretion and good judgment regarding confidential information.

Preferred Qualifications

• 5+ years administrative support experience.
• Experience in higher education, particularly in the UW system.
• Associate degree or professional certification.
• Office management experience.
• Proficiency with software and web-based applications, Office 365 and UW System utilized software.
• Knowledge of budget and appropriation structure, inventory/record keeping.
• Knowledge of and experience with procedures regarding purchasing, purchasing contracts, and purchasing cards.
• Ability to plan, assign, and supervise the work of others (student supervision).
• Willingness to maintain and enhance professional competencies by participating in professional development workshops, seminars, and training sessions, related to current position responsibilities.
• Ability to meet and work effectively with people across multiple levels of the organization.

Physical Demands

Requires a great deal of computer work and sitting.
Repetitive movement of hands and fingers typing and/or writing

Working conditions and environment

Office setting

Miscellaneous Information

Your benefits add an additional 40%+ to the overall financial package from the university.
Highlights include:
• 22 days of vacation for 12-month positions (that are non-instructional)
• excellent flexible health insurance with low co-pays and good coverage.
• paid holidays and sick days.
• sick leave may be converted at retirement to pay for health insurance post-work at UWL .
• after 5 years of employment, you become vested in our retirement system which ensures income post-career.
• benefits at UWL are highly competitive with local industry and some of the strongest in state and nation.
Learn more at: https://www.wisconsin.edu/ohrwd/benefits/download/fasl20.pdf
Benefit eligibility is determined at point of hire. This information is provided for illustrative purposes only. Benefits are also pro-rated based on the appointment percentage.

The University of Wisconsin System and the University of Wisconsin–Madison are engaged in a redesign of job title and compensation structures. The Title and Total Compensation Project will result in relevant and market-informed titles to help us keep and grow our outstanding workforce. If you are the successful candidate, your title is subject to change in November 2021. For more information, visit: https://www.wisconsin.edu/ohrwd/title-and-total-compensation-study/

Duties/Responsibilities

These are the job duties required for the position.

Responsibility Statement

Office Management and Administrative Support

Duties to Support Responsibility

• Manage the calendars of the Vice Chancellor and Assistant Vice Chancellor including navigating schedule conflicts, recurrent meetings and prioritizing competing events. The management of meetings includes the development of agendas and minutes and conducting follow-up to ensure the effective utilization of the Vice Chancellor and Assistant Vice Chancellor’s time.
• Exercise sound and independent judgment in performing special or confidential assignments related to the responsibilities of the Assistant Vice Chancellor, Affirmative Action Officer
• Serve as the primary administrative contact for the Diversity & Inclusion Office.
• Manage inquiries both internal and external to the university, including but not limited to answering and handling incoming telephone calls, email and walk-in inquiries, providing detailed information or referrals where appropriate.
• Responsible for office management duties. The office management duties include tasks such as processing incoming and outgoing mail, monitoring and ordering office supplies, paying invoices, entering work orders and making travel arrangements. Serves as a contact person for the operation of computers, printers, copier and scanner equipment, initiates repairs, as necessary.

Percentage Of Time

50

Essential

Yes

Responsibility Statement

Budget and Records Management

Duties to Support Responsibility

• Monitor the annual operating budget, which includes processing budget-related transactions electronically, (purchase orders, chargebacks, purchase card transactions, service/work orders, travel expense reports and reimbursement forms). Provide additional budget support to the Vice Chancellor and Assistant Vice Chancellor as needed.

Percentage Of Time

20

Essential

Yes

Responsibility Statement

Miscellaneous

Duties to Support Responsibility

• Works collaboratively with other University offices and departments such as Business Services, University Centers ICOMM to support the D&I office and division.
• May perform other duties related to maintaining an internal website and/or working with social media.
• Perform other duties as assigned.

Percentage Of Time

10

Essential

Yes

Responsibility Statement

Support of D&I Division

Duties to Support Responsibility

• Divisional support includes coordinating room reservations, logistics, and communications regarding division-level meetings and events, assistance with the preparation of all overload and employee action forms and assistance with special projects (publications, displays, handbooks, manuals, etc.)

Percentage Of Time

20

Essential

Yes

Posting Detail Information

Special Instructions

Posting Date

06/18/2021

Close Date

Continuous Recruitment

Continuous Recruitment First Review Date

07/09/2021

Position Contact Name

AJ Clauss or Faith Bergin

Position Contact Email

hrinfo@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. Are you currently under investigation or have ever left employment during an active investigation in which you were accused of sexual violence or sexual harassment? (Required under UW System Administrative Policy 1275)
    • Yes
    • No
  2. Were you ever found to have engaged in any sexual violence or sexual harassment in a previous work assignment? (Required under UW System Administrative Policy 1275)
    • Yes
    • No
  3. Are you an alum of the University of Wisconsin-La Crosse?
    • Yes
    • No
  4. After you retire from a Wisconsin Retirement System (WRS) employer, you may return to work with a WRS employer as a rehired annuitant, provided certain requirements are met. There are no restrictions on what type of position a rehired annuitant can hold. Under the WRS, there is no limit to how much you may earn as a rehired annuitant. (Learn more: https://www.wisconsin.edu/ohrwd/benefits/life-events/empcha/ra/). Are you currently collecting an annuity from the Wisconsin Retirement System, (WRS)?
    • Yes
    • No
  5. 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.
    • Yes
    • No
  6. Please provide your most recent employer, supervisor name and contact information, including phone number and email address. (Pursuant to UW System Administrative Policy 1275, 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. UW-L will notify you prior to contacting your supervisor).

    (Open Ended Question)

  7. Will you now or in the future require visa sponsorship for employment at the University of Wisconsin-La Crosse? (UW-L and UW System institutions pay for some or all of the sponsorship costs. Some candidates may require an H1B or another form of employment sponsorship to work in the US. This question is asked so that if you are the successful candidate, Human Resources can work with your work unit to begin the process of obtaining this visa).
    • Yes, I will require sponsorship prior to employment.
    • Yes, I will require sponsorship for continued employment if hired.
    • No, I do not require sponsorship and am eligible to work in the US.
  8. The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identities of finalists must be revealed upon request. See Wis. Stat. §. 19.36(7).
    • I wish for my name to remain confidential until the university is no longer able to do so.
    • I waive my right to keep my name confidential through the application process.
  9. Are you legally eligible to work in the United States?
    • Yes
    • No


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