Administrative Assistant - University Dining

Official Title: Administrative Assistant III Business Title: Administrative Assistant - University Dining Employment Class: University Staff FTE: 1.0 Compensation: $18.00 - $24.00/hr FLSA Status: Non-Exempt Terms of Employment: 12-month, Continuous Position Summary:

Provides general administrative support, while exercising discretion, to the administrator of a department or division of the institution or to the administrator of multiple institution programs, services, and activities.

UW Oshkosh provides a competitive benefits package for all benefit-eligible positions. Click here for more details.

Responsibilities

Manages and Oversees Key Fiscal Processes (35%):

• Perform bookkeeping / accounting responsibilities for department including spreadsheets and reports.
• Serve as liaison with contractors and UW Oshkosh regarding purchases, billing and payment for services and equipment.
• Perform appropriate accounting to properly charge student accounts.
• Audit other’s account postings in CBORD, WISER and StarRez to ensure accuracy.
• Serve as liaison between meal plan holders and University (resident and off-campus students, staff, and faculty).
• Prepare weekly statistical information used to generate various board bills.
• Originate, maintain and input data necessary to generate student bills on PeopleSoft.
• Manage changes in meal plans, exemptions, medical and academic withdrawals that are individually calculated.
• Authorize all ordinary and regular expenditures for the department where assigned or prepare documents for those with signature authority.
• Prepares and distributes accounting journal entries, TTRs and DPRs.
• Prepares and administers Purchase Orders related to financial billing and office operations in ShopUW

Supervisory / Administrative Support Responsibilities (35%):

• Manage the Dining Office operations.

• Responsible for interviewing, hiring, scheduling, training and evaluating of student employees.
• Compose correspondence to parents and students regarding questions on University Dining programs including partnering with Reeve Marketing.
• Maintain accurate meal plan information in StarRez and CBORD.
• Maintain email and mailing lists for menus, memos to managers, and procedures for special services to residence hall staff and key residence hall support departments

• Utilize QuickBooks billing for items including annual food vendor smallwares replacements, waste, phone, Harvest Room, etc.
• Coordinate sales and billing of meal plans for Fox Valley Tech students living on-campus in UWO on-campus housing.
• Manage the vending issue and audit process in partnership with Titan Central and the contracted vending companies.
• Review of WISER to reconcile entries and provide Associate Director with appropriate information for adjustments.
• Oversees and manages revisions to Dining processes and protocols, revises the unit operations manual (How Do I Book) in partnership with supervisor, vendor and Reeve leadership.

Functional Support Responsibilities (20%):

• Review/audit dining related weekly menus, hours of operation, website information, and posted signage on the Oshkosh campus.
• Manages assigned special projects, including obtaining, analyzing, assembling and preparing various informational, factual and statistical reports.
• Manages copy machine and all office equipment, and initiates service calls, monitors office service contracts and contractor response.
• Authorize all basic expenditures for the department where assigned or prepare documents for signatures.
• Serve on departmental committees and meetings as requested.
• Work with supervisor to ensure the completion of annual pricing comparison completed by contract vendor.
• Manage Person of Interest (POI) forms process for contract vendor.
• Managed the online off campus food vendor and sales request submissions forms. Make determinations on requests in partnership with supervisor.

Provides administrative and program support to the departmental leadership (10%):

• Assists with planning and management of financial reporting, auditing, and daily activities and operations.
• Corresponds with internal and external agencies to procure and / or provide information for departmental leadership.
• Assists with distribution of the hours of operation for dining venues and programs in partnership with Reeve Union operations.
• Participates in departmental, Division and campus committees on behalf of the University Dining office as assigned.
• Other operational duties as assigned.

Qualifications Required:

Demonstrated commitment to diversity, equity, and inclusion.

Proficient in Excel.

Experience managing billing/AR/AP processes.

Ability to complete account reconciliation skills.

Can work independently on multiple tasks.

Customer service skills and the ability to handle difficult customers.

Preferred:

Experience using PeopleSoft Campus Solutions, CBORD, WISER, and/or StarRez software programs.

Proficient using Quick Books.

Experience with planning events.

Supervisory experience.

H.S. Diploma preferred.

To Apply:

Applicants must submit the following documents using the online application: Cover letter, resume and three professional references

For questions regarding your application and additional options to apply, contact Human Resources at recruitment@uwosh.edu or 920-424-1166.

Application Deadline:

TO ENSURE CONSIDERATION: Applications received by July 22, 2022 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.

Legal Notices:

AA/EO Statement
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.

DEI Statement
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.

Reasonable Accommodations
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 afaction@uwosh.edu 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.

Work Authorization
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.