ADMINISTRATIVE ASSISTANT II

ADMINISTRATIVE ASSISTANT II

University of Wisconsin - Milwaukee

Position Number: 02328827

Introduction (Description of School/College/Dept/Program)
The School of Continuing Education (SCE) at the University of Wisconsin-Milwaukee (UWM) is looking for an energetic, organized, and detail-oriented individual to join a team of professionals in a dynamic, fast-paced, educational environment. The School of Continuing Education is the largest provider of professional development in Southeastern Wisconsin, providing year-round lifelong learning through varied venues, including short courses, workshops, and certificate programs. UWM SCE delivers online and blended instruction as well as educational opportunities via traditional classroom interaction in our classrooms in downtown Milwaukee and customized, onsite instruction at business locations and other unique locations throughout the city, region, and country.

UWM, a doctoral/research intensive university, is Wisconsin’s premier public urban university and offers a comprehensive liberal arts and professional education at the undergraduate and graduate level to 24,000 students. UWM takes pride in being a student-centered institution that is deeply committed to diversity in its student body, faculty and staff, and programs. For more information, please visit our website at www.uwm.edu



Job Summary
In conjunction with the program manager this position is responsible for the success of the supported programs in terms of educational quality and financial outcomes. The position requires contact with prospective students, instructors, vendors, and internal service providers and supports a department and/or manager of a program area under general supervision. The position functions with a good deal of independence in terms of daily activities and decision making and requires excellent interpersonal communication skills.
Job Responsibilities:

• Performs a variety of paraprofessional, administrative and complex office management tasks related to the coordination and implementation of public, online and customized programming, including liaison work with other agencies and the public, ensuring compliance with internal procedures, and quality assurance work
• Schedules logistics and secures resources for classroom instruction, (online and in person/on site), conferences, and work unit operations
• Provides technical support for on-site and streaming instructional programs, including hosting zoom programs
• 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
• Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures, including monitoring of shared departmental inboxes
• Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision

Type of Appointment: This is a full-time, non-exempt position. University staff are paid hourly on a bi-weekly basis.

The initial hiring range is from $13.50 to $21.00 an hour. Individual candidates' experience, education and qualifications will determine the appropriate starting rate at the time of hire. This position is in Salary Grade 16 - the full salary grade and range can be found HERE.

This position also offers an excellent benefit package, including health insurance, paid sick leave, personal, vacation and legal holiday time off as well as contribution towards the cost of several other employee benefits, including pension.

Minimum Qualifications
Qualified applicants must have:

• High school diploma or equivalent
• Two years relevant professional experience providing administrative, customer service, and/or data entry services
• Two years’ experience specifically providing customer service or equivalent working with a variety of personalities
• Proficient in Microsoft Office (Word, Excel) and Outlook and other current web-based software and technologies
• Evidence of excellent communication skills, including telephone and email etiquette

Preferred Qualifications
Preference for applicants who have:

• Vocational, college or university attendance and/or degree
• Digital data entry (or equivalent) experience entering data into software and/or relational databases
• Experience supervising or leading workers and/or activities of groups in a higher education environment

OTHER PROFESSIONAL ATTRIBUTES:

• Ability to effectively build partnerships and work in a team environment
• Excellent customer service skills
• Ability to remain adaptable and flexible to different situations and changes
• Ability to work effectively under pressure
• Ability to learn new systems, software, and processes quickly
• Ability to problem-solve and implement solutions that foster the mission of SCE

Application Instructions
Applicants must submit:

1. A cover letter
2. A resume
3. The names and contact information for three (3) professional references.
   
   

Your cover letter and resume must address your qualifications, experience, and knowledge as it specifically relates to the minimum and preferred qualifications of the position as well as why you are interested in applying for this position.
All 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.

In instances where the Search and Screen Committee is unable to ascertain from a candidate’s application materials whether they meet any of the qualifications, they will be evaluated as not meeting them. Questions about this position should be directed to Angela Broderick at wickhama@uwm.edu.

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/35931




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