Administrative Assistant II

Official Title: Administrative Assistant II Business Title: Administrative Assistant II Employment Class: University Staff FTE: 1.0 Compensation: $18.00 - $20.00 per hour FLSA Status: Non-Exempt Terms of Employment: Project Appointment; anticipated duration of four years Position Summary:

The Administrative Assistant II provides 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 full-time position is located on the Oshkosh campus and part of the Center for Community Development, Engagement and Training (CCDET). The Administrative Assistant II position requires a high degree of accuracy, excellent critical thinking skills, attention to detail, and the ability to work well independently as well as in a team environment. The ideal individual will have the ability to exercise good judgment in a variety of situations, work effectively under pressure to handle a wide variety of activities, with strong written and verbal communication, a high level of administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

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

Responsibilities

• 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

Detailed job duties:

Pathlore Registration Profiles

• Enter participant registrations and completion transactions into Pathlore.
• Assign curriculum for each participant.
• Generate confirmation auto-letter and email to participant.
• Follow up on bounced emails as received.
• Update participant records as needed.
• View all data for potential data entry errors and correct data in Pathlore when errors are identified.

Customer and Technical Support

• Provide customer support to answer questions through phone and/or email.
• Troubleshoot software and computer issues offering technical support through phone and/or email.

Administrative support to CCDET Executive Director and CCDET Programs

• Review, format and edit documents as needed.
• Provide program support assistance, as needed.
• Submit and confirm accuracy of print order documents received for CCDET training projects.
• Contact venues (conference centers and hotels) to schedule trainings for various CCDET projects.
• Prepare and submit Meal Requisitions as needed.
• Participate on CCDET All Staff Planning Committee.
• Reserve meeting location and provide administrative support for CCDET All Staff Meetings.

Serve as a positive representative for UW Oshkosh CCDET

• Maintain positive working relationship with funding source(s).
• Respond timely to requests from funding source(s).
• Attend CCDET All Staff meetings.
• Serve as a resource for other CCDET staff, as needed.
• Additional duties as assigned.

Qualifications Required:

• Excellent written and oral communication skills
• Strong customer service skills
• Working knowledge of database functions
• Excellent computer skills, including MS Office products
• High level of problem solving and decision making
• High level of critical thinking skills
• Proofreading skills, including recognizing discrepancies, problems, and errors
• Proven ability to work independently and in a team environment
• Demonstrated commitment to diversity, equity, and inclusion

Preferred:

• Knowledge of Pathlore LMS and/or other LMS software
• Experience with reporting software (e.g., Crystal Reports)
• Experience using WISER
• Experience with University systems and processes

To Apply:

Applicants must submit the following documents using the online application: cover letter, resume, and 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 October 2nd, 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.