Administrative Assistant II

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

Provide administrative support for a department, group of professionals, or to the manager of a work group consisting of professional staff and subordinate supervisors in support of unit goals, under general supervision. This position is intended to act as reception and support for the Registrar’s Office which consists of professional staff, subordinate supervisors, and student workers.

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

Responsibilities

1. Front Desk Management
2. Serve as primary point of contact for students, staff, faculty, and guests calling, emailing, and coming into the Registrar’s Office and routes more complex inquiries to the appropriate staff member.
3. Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
4. Exercise confidentiality, discretion, care, and exceptional customer service in all dealing with visitors
5. Respond to Registration, Records and Room scheduling e-mails and telephone inquiries from end users.
6. Manage financial tracking of office including office supplies ordering, securing quotes, ordering paper and equipment, equipment maintenance, and travel.
7. Supervise front desk student work staff.
8. Distribute mail to staff members within the Registrar’s Office

Assist with Academic Records and Transcripts:

Serve as a liaison and resource with the university community and public for information about student registration process. Interpret and explain relevant and appropriate regulations, policies, and procedures.

Answer questions regarding transcript ordering process and process transcript requests.

Process enrollment verifications (i.e., financial aid, bio-life, athletic participation, etc.).

Assist with the assigning of student registration appointments.

Oversee University based address cleansing software to correct standardized postal addresses in real-time at the point of entry. Coordinate batch processing with the Admissions office. Analyze and troubleshoot problems with the PeopleSoft Security Administration.

Assist records manager with yearly grade report cleanup.

Assist records manager with tracking in-house transcript and diploma transactions.

Assist with Registration and Student Records PeopleSoft module

Process add card registration

Independent study/internship/research/thesis registration assistance

Assist with Placement Score posting

Process legal name and preferred name changes.

Validate that all Student Administration business applications and processes are functioning to govern student registration operations and university policy.

Room Scheduling Assistant

Manage all incoming special requests for academic activities

Assist with classroom requests for general access spaces.

Assist with the coordination and carry out of non-automated processes to assign classrooms according to the University’s priority room policies and other room reservation policies.

Assist academic requests for computer labs

Provide excellent customer service

Qualifications Required:

Excellent written and oral communication skills

Strong customer service skills

Proficiency in the use of computers, including, but not limited to the following software applications: Electronic calendar and email systems such as Outlook, Microsoft Word, Microsoft Excel, Adobe Acrobat

Ability to interpret and apply policies and procedures

Ability to maintain confidentiality and work with sensitive information

Ability to maintain multiple tasks and effectively organize work

Ability to learn new or changed processes or applications

Proven ability to work independently and in a team environment

Demonstrated commitment to diversity, equity, and inclusion

Preferred:

Bachelor’s Degree

Higher education experience

Experience with University systems and processes

High level of critical thinking skills

Ability to analyze problems objectively, to make effective recommendations and to assist with the implementation of solutions to these problems

To Apply:

Applicants must submit the following documents using the online application:

Cover Letter

Resume

Contact information for three 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 the end of the day on Sunday, September 18, 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.