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ADMINISTRATIVE ASSISTANT III

Employer
University of Wisconsin - Milwaukee
Location
Wisconsin, United States
Salary
Salary Not specified
Date posted
Nov 8, 2022


ADMINISTRATIVE ASSISTANT III

University of Wisconsin - Milwaukee


Position Number: 02328348

Introduction (Description of School/College/Dept/Program)
The College of Engineering & Applied Science at the University of Wisconsin-Milwaukee invites applications for an Administrative Assistant III position working in the Office of the Business Affairs Director in the College of Engineering & Applied Science, University of Wisconsin-Milwaukee.

The University of Wisconsin-Milwaukee (UWM) is a doctoral/research intensive university, R1 in the Carnegie Classification, and is also Wisconsin’s premier public urban institution offering comprehensive professional, science, and liberal arts education at the undergraduate and graduate level to its 24,000 students.

The College of Engineering & Applied Science (CEAS) is committed to excellence in scholarly research and teaching across all seven departments—Biomedical Engineering, Civil and Environmental Engineering, Computer Science, Electrical Engineering, Industrial and Manufacturing Engineering, Materials Science and Engineering, and Mechanical Engineering. The College has approximately 1750 undergraduate students and 450 graduate students, both Masters and Doctoral. Greater Milwaukee, the third-ranked manufacturing center in the United States, is home to 400+ engineering firms and 1300+ manufacturing firms with annual receipts of 24 billion dollars. The College has a long history of industrial collaboration and research support.

We promote excellence through diversity and encourage all qualified individuals to apply.

Job Summary
Provides general administrative support, while exercising discretion, to the college. Works under the general supervision of the Business Affairs Director of the College, managing the daily operation of the CEAS reception area which functions as a liaison with students, parents, faculty, staff and outside visitors. Also works with college staff members in an administrative assistant role. This person is expected to follow the established procedures, methods and policies of the department and the college and serve as primary point of contact to department chairs and develop communications to execute the following:
  • Prepare administrative reports including attachments and documentation on an ad hoc basis, maintain department portions of the Accreditation Board for Engineering and Technology (ABET) report and the CEAS annual planning document.
  • Manage the electronic registration system (PAWS), information system on-line alteration of class enrollment caps, instructor codes, and other approved items in the registrar's database. Works with Chairs on preparation of the schedule of classes, type on-line course action request forms and changes in the class schedule from materials provided by the Chairs. Attend appropriate training sessions on an as-needed basis.
  • Schedule and arrange departmental and executive committee meetings. Prepare agenda and provide administrative support for the Chair.
  • Resolve student concerns; involve department chair only if additional evaluation of situation is warranted. Act as liaison between Chairs, faculty, other departments, offices, universities, companies, etc. Collect and distribute information as appropriate.
  • Coordinate the activities of the Departments' Industrial Advisory Councils and the faculty.
  • Schedule and arrange meetings and/or conferences and coordinate special classroom sessions throughout the semester.
  • Coordinate the annual faculty merit evaluation and faculty development plan documentation process.
  • Coordinate Ph.D. Qualifying Exam for all departments
  • Serve as primary point of contact to department faculty and adjuncts and develop communications to execute the following:
  • Assist with purchasing and procurement using established systems and following purchasing policies and procedures.
  • Manage differential tuition purchase process and logistics.
  • Assist in preparation of course materials as requested including syllabi, exams, and other materials. Collect and store syllabus for all courses.
  • Monitor the department teaching evaluation files, maintaining records for the required minimum number of years. Purge outdated records as needed. Execute internal requests for the College of Engineering academic staff (parking, facility services, telecom, room scheduling, IT tickets, printing/copying, and classroom services).



Serve as primary point of contact to CEAS administrative staff to execute the following:
  • Supervise CEAS Reception office staff and their duties.
  • Supervise staff to securely maintain all keys for CEAS spaces, sign out keys according to faculty requests and maintain workbook of key logs.
  • Supervise staff to complete facility work and key requests.
  • Supervise staff in maintaining floorplans and space use in PDF format, updating space assignment and use as needed.
  • Assist with CEAS reception office duties, filling in to cover office hours as needed
  • Assist with administrative duties such as logistics for recruitment processes, candidate expense reimbursements, college specific onboarding and developing and facilitating ongoing CEAS staff training.
  • Assist the Business Affairs Director with building chair duties including.
  • Participate in twice yearly fire and tornado drills. Identify floor captains. Assure training of floor captains. Maintain records of participation.
  • Represent the College at Campus Space Committee Meetings. Field questions regarding additional space requests. Process Request for Space forms.
  • Assist in acting as primary contact for Campus Facilities in emergency situations such as unplanned power outages, flooding or other threatening situations. Act as primary contact for questions from Facilities and all EMS building occupants.
  • Coordinate yearly safety training for faculty and staff.
  • Participate in campus lab safety inspections and perform follow-up tasks


Minimum Qualifications
  • 2 years’ experience in an administrative support role
  • One year of experience in supervising other employees
  • Proficient in Microsoft Office suite (ex: Outlook, Word, Excel, Teams)
  • Evidence of excellent written communication skills
  • Experience in providing customer service


Preferred Qualifications
  • Experience in office management duties
  • Experience in administrative logistics; coordinating candidate visits and scheduling interviews
  • Experience in coordinating employee training
  • Two years of experience in supervising other employees
  • Evidence of ability to follow policies and procedures
  • Evidence of ability to be flexible, creative, and adaptive in a changing environment


Application Instructions
In your application materials, please be sure to address all minimum and preferred qualifications, and competencies. Application materials should include:
  1. A cover letter addressing your education/experience as it applies to all minimum and preferred qualifications
  2. A resume
  3. A document listing the names, position, and contact information (phone & email) for three professional references

In instances where the Search and Screen Committee is unable to ascertain from a candidate’s application materials whether the applicant meets any of the qualifications, the applicant will be evaluated as not meeting such qualifications.

UWM will not consider paper, emailed or faxed applications. Apply electronically at:https://jobs.uwm.edu/postings/35785

Application Notes
For this position, applicants are required to apply online. UWM will not consider paper, emailed or faxed applications. Additionally, applicants must complete all required fields and attach any required documents. The process is complete when the message “Your application has been submitted” is displayed and you receive a confirmation number.

Legal Notices AA/EO Statement

UWM is an AA/EO employer: All applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, sexual orientation, gender identity/expression, disability, or protected veteran status.

Reasonable Accommodations

UWM 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 uwm-jobs@uwm.edu or 414-229-4463. 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

UWM is a State agency and subject to Wisconsin’s Open Records Law. UWM 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 and Reference Check Policy

Employment will require a criminal background check. UWM takes the prevention of sexual misconduct seriously. As such, you and your references will be required to answer questions regarding any past findings of sexual violence and sexual harassment or any pending allegations of sexual violence or sexual harassment.

Annual Security and Fire Safety Report (Clery Act)

For the UWM Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see http://www.cleryact.uwm.edu/, or call UWM’s Dean of Students Office, Student Union 345 at (414) 229-4632 for a paper copy.

Employment Authorization

In compliance with federal law, all persons at the time of their start date will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

Title and Total Compensation Project

The University of Wisconsin System is engaged in a Title and Total Compensation (TTC) project to redesign job titles and compensation structures. As a result of the TTC project, official job titles on current job postings may change in 2021. Job duties and responsibilities will remain the same. For more information please visit: wisconsin.edu/ohrwd/title-and-total-compensation-study/

To apply, please visit: https://jobs.uwm.edu/postings/35855




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