Undergraduate Office Administrative Assistant

Official Title: Administrative Assistant II Business Title: Undergraduate Office Administrative Assistant Employment Class: University Staff FTE: 1.0 Compensation: $16.20 - $21.83 per hour FLSA Status: Non-Exempt Terms of Employment: Continuous Position Summary:

The Undergraduate Program Administrative Assistant is a vital role in the College of Business team. This role provides administrative support for the Undergraduate Office and College of Business in support of the areas’ established goals.

This team member serves as the main point of contact for the Undergraduate Office in the College of Business by fielding questions via phone, email, and in person. Additionally, the person in this position works closely with several College of Business faculty/staff members to provide excellent customer service to students and ensure efficient operating of the office. Throughout the year, this team member has the opportunity to help with a variety of tasks and collaborate with several university units.

The culture in the College of Business is focused on professional development. The team member will have many opportunities to develop new skills, identify career pathing options, and participate in professional development (mentoring, conferences, etc.).

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

Responsibilities

Detailed Position Duties:

Support Undergraduate Admission, Enrollment Processes, and Scholarships (35%)
A. Process Student Admissions to the College of Business.    
1. Filter pending applicants from PeopleSoft student group. 
2. Create new spreadsheet for applicants.
3. Update applicant database with information from applications.
4. Investigate admission problems and find solutions with the UGPD and/or Associate Dean.
5. Review students’ admission eligibility.
6. Prepare application materials for the UGPD, Associate Dean, and faculty for review as needed.
7. Meet with admission appeal committee to review appeal eligible students, determine improvements in admission process, and implement changes.
8. Send student admission or rejection emails and document in students’ electronic record.
9. Notify Registrar’s Office staff of applicants' status.
10. Update appropriate online platforms with student information.

B. Manage the undergraduate College of Business scholarships.
1. Work with the scholarship staff to ensure accurate execution of the scholarship process.
2. Make updates to online scholarship portal.
3. Communicate scholarship timeline to key stakeholders such as students, faculty, scholarship reviewers, employers, alumni, donors, etc.
4. Serve as the point of contact for scholarship questions.
5. Create and process disbursement forms.
6. Coordinate all logistics and serve as the main contact for the College of Business Honors and Awards ceremony (sending invitations, tracking attendees, collecting registration fees, etc.)

C. Assist in scheduling and class building process.
1. Build courses in PeopleSoft and make updates as needed.
2. Make room changes and schedule labs as needed.

D. Support the undergraduate waitlist process.
1. Send mass email to pre-business and business students each semester explaining the waitlist policy and how to respond to filled classes.
2. Provide guidance to students (walk-ins, phone calls, and e-mails) with inquiries related to the waitlist process.
3. Maintain waitlist database, monitor enrollments, and enroll students.

E. Add/drop students from classes after first day of class as requested.
1. Monitor, raise, or lower course registration limits per department policy.

F. Manage the student appeals process which includes: curriculum modifications, internal appeals, and other related university processes.
1. Maintain appeals database and student files.
2. Forward appeals to the appropriate decision-makers (Associate Dean, Department Chairs, UGPD, etc.) for review.
3. Send correspondence to students confirming appeal decisions, share appeal decisions with the Registrar’s Office (when necessary) and document appeal decisions in students’ files (electronic and physical).
4. Process and route COB and university forms including, Independent Study Forms, Changes of Grade Forms, and transfer credit re-evaluations.

Undergraduate Program Support (35%)
A. Serve as the undergraduate office primary point of contact.
1. Serve as a point of contact for individuals visiting College office for appointments, meetings, or inquiries; assist and direct them to appropriate offices as needed.
2. Answer telephones, take messages, route calls.
3. Make appointments and schedule meetings.
4. Assist with the supervision of student assistants.
5. Provide curriculum information to students.
6. Maintain and publish the College Dean’s and Honor’s lists

B. Support the undergraduate program.
1. Conduct an ongoing review of College of Business website, ensuring integrity of content by updating and publishing program related web page.
2. Collaborate with the Undergraduate Programs Committee (UPC) chair to set meeting agendas, take meeting minutes, follow up on action items, post meeting minutes, post meeting agendas, etc.
3. Process, track, and communicate curriculum modification documents (Forms A, B & C) with the appropriate university units.
4. Maintain current listing and email list of the College of Business club presidents.
5. Update student email lists for business and pre-business students on the 15th of each month and after admission process completed.     
6. Moderate and approve emails that use the College of Business student email lists.
7. Update the College of Business portion of Undergraduate Bulletin every two years.  
8. Update the undergraduate planning worksheets as necessary in collaboration with academic advisors.
9. Function as vendor liaison for supplies, equipment, and software for UG office.
10. Reconcile undergraduate office budget using WISDM and Oracle.

Support Undergraduate Professional Development Program (15%)
A. Internship Requirement
1. Schedule appointments for students to meet with the internship coordinator and other staff that support the internship program.
2. Assist students with general questions about the requirement and internship postings.
3. Enroll students in internship and co-op classes. Put indicator on students’ accounts for co-ops.
4. Notify students via email about their internship enrollment.

B. Collaborate with College of Business colleagues on professional development initiatives, such as serving as the LinkedIn Learning administrator

C. College of Business College to Career Connections (C2C) event
1. Attend C2C committee planning meetings to assist with the development and implementation of the event.
2. Help manage event logistics.
3. Co-supervise student assistants in planning and marketing.
4. Keep record of employer payments and function as vendor liaison.
5. Reconcile payments using WISDM and Oracle.
6. Oversee and manage student communication regarding the Alternative Assignment activities

Support College-Wide Activities (10%)
A. Provide back up for all College of Business support staff ensuring a friendly and cohesive team approach.

B. Oversee Beta Gamma Sigma (BGS) honors chapter and coordinate the BGS induction ceremony

C. Provide support to university activities such as Career Fairs, Titan Takeoff, Academic Open House, and Preview Days.

Other duties as assigned by supervisor (5%)

Standard Job Description:
• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• Serves as a first point of contact for individuals and groups, provides basic organizational information via phone, in person and through other communication mediums, and routes more complex inquiries to the appropriate entities
• Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums
• Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision
• Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures

Qualifications Required:

1. Strong organizational skills and attention to detail related to records management.
2. Proficiency with Microsoft Office: Word, Excel, Access, Outlook.
3. Excellent customer service skills.
4. Ability to prioritize and manage multiple projects at the same time.
5. Strong interpersonal and communication skills via phone, in-person, and email.
6. Capacity and willingness to learn new processes and software applications quickly.
7. Willingness to take initiative and improve processes.
8. Demonstrated commitment to diversity, equity, and inclusion

Preferred:

1. Proficiency with databases, such as: PeopleSoft, Handshake, Navigate.
2. Event planning experience.
3. Higher education experience.

To Apply:

Applicants must submit the following documents using the online application:

1. Resume
2. Cover Letter
3. Contact Information for 3 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 24, 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.