Administrative Specialist - First Year Experience - 19132

ATTENTION:

The First Year Experience department seeks an Office Manager (Administrative Specialist, AD006)

This is an annual position and reappointment for subsequent terms is dependent upon needs of the position, university funding and external forces.



JOB DETAILS:

The Office Manager will serve as an integral part of the First Year Experience (FYE) department. This position provides administrative, clerical, and program support for the professional staff and office as a whole. The Office Manager will provide excellent customer service to incoming students and families, current students, and campus employees. This position reports to the Director of First Year Experience.



QUALIFICATIONS:

Minimum Qualifications:

· Associate’s degree with at least one year of experience in administrative support or high school diploma with at least two years of experience in administrative support

· Experience with providing excellent customer service

· Proficient in Microsoft Office/Google drive

· Attention to detail and ability to refine processes and procedures

· Ability to multitask and manage time efficiently

· Excellent written and oral communication skills

Highly Valued Qualifications:

· Experience with training and supervising student employees

· Experience working in a University setting

· Experience with electronic data management systems (i.e., PeopleSoft)

· Experience reconciling budgets with WISER or other large databases

· Strong reasoning and decision-making skills

· Strong technology competence (i.e., website management, social media, video conferencing, etc.)

Knowledge, Skills, and Abilities:

· Strong interpersonal and written communication skills; demonstrated ability to interact effectively with a wide range of people/stakeholders

· Skills in answering phones, greeting visitors, and referring customers to the appropriate individuals or offices

· Ability to handle complex issues and questions as they arise

· Ability to learn and manage office web content management and social media platforms

· Create a welcoming and inclusive atmosphere for all students. UW-Whitewater is an institution which values diversity of thought and background, seeks to create a better world for all, and strives to be welcoming and inclusive of everyone

· Willingness and ability to be an active participant in following applicable safety rules and regulations including necessary training and skills

· Ability to interact respectfully with people from diverse socioeconomic, cultural and ethnic backgrounds



RESPONSIBILITIES:

Office & Administrative Support (40%)

· Provide administrative, clerical, and program support for the FYE office.

· Provide and coordinate customer service for FYE, such as scheduling appointments, receiving incoming calls, greeting visitors, answering general questions and providing campus referrals.

· Answer questions regarding the office and interpret office policies and procedures for the public, faculty, students or other University employees via telephone, e-mail, written correspondence, or face-to-face contact.

· Independently respond to telephone, written and in-person inquiries, outreach via social media, ensure compliance with policies and interpret policies, exercise considerable judgment and responsibility in decision-making.

· Maintain consistent communication with departments and campus offices concerning programs and projects; serve as a contact between FYE and the Division of Enrollment and Retention, Departments, and Colleges.

· Attend staff meetings. Provide additional support and tracking for follow-up conversations and tasks.

· Organize and support on-going assessment in consultation with appropriate professional staff.

· Serve as the primary administrator for the FYE office phone, email, and social media accounts.

· Update the FYE website as needed.

· Serve as Budget Manager for the office. Attend Budget manager trainings and meetings. Monitor WISER accounts. Oversee all accounts and provide advice/guidance to the Director. Manage financial transactions for office programs: contract processing, reconcile receipts, expenditures, accounting transfers and related budget activity through PeopleSoft Shared Financial Systems. Maintain audit records regarding purchases.

· Purchase all necessary office supplies from approved vendors; maintain adequate office supplies within the office. Oversee maintenance of all equipment, supplies, and forms within the unit.

· Oversee and process documentation for new hires, payroll, and electronic change-of-status procedures.

· Keep current on University policies, programs, rules and relationships.

· Attend other meetings related to position and responsibilities.

Program Support (40%)

· Assist with the implementation of all FYE programs, including Warhawks SOAR (student orientation, advising, & registration), Warhawk Welcome (fall and spring orientation), New Student Seminar, Family Fest, etc. Provide guidance, assistance and direction to faculty, staff, students, and other guests in attendance.

· Respond to any inquires, needs/concerns regarding FYE programs to incoming students, families, and the campus community.

· Coordinate with the Assistant Director the overall preparation and implementation of the Warhawks SOAR orientation programs. Provide support during other FYE programs, including weekends when applicable.

· Provide support for the ordering and preparation of Warhawks SOAR materials.

· Generate and distribute program participant rosters as well as program statistics.

· Assist with the hiring of FYE student employees.

Supervision (15%):

· Coordinate the recruitment, selection, and evaluation of Student Crew (FYE front desk employees), making particular efforts to attract a diverse group of students to serve in this leadership role.

· Coordinate and facilitate ongoing Student Crew training and provide additional trainings as needed.

· Manage the student payroll process, including review and correct hours for student workers, maintain records, and process documents for new hires.

Miscellaneous (5%):

· Serve on University committees as appropriate.

· Support as needed any special work of the FYE staff.

· Serve as an active participant in following applicable safety rules and regulations including necessary training and drills.

· Other duties as assigned.



DEPARTMENT INFORMATION:

The mission of First Year Experience at the University of Wisconsin-Whitewater is to provide guidance to students and their families in their transition to the campus community. We serve as a campus resource that provides engaging, inclusive, and academically integrated transitional experiences to enhance student development. The First Year Experience department resides within the Enrollment and Retention Division.



CAMPUS INFORMATION:

Founded in 1868, UW–Whitewater is one of eleven comprehensive universities in a public higher education system that also includes two doctoral institutions and a statewide Extension. UW-Whitewater’s main campus is located in Whitewater, with a branch campus in Rock County, in the city of Janesville. Together, these campuses form a preeminent academic institution driven by the pursuit of knowledge, powered by a spirit of innovation, and focused on transforming lives. UW-Whitewater’s campuses are located conveniently near Milwaukee, Madison, and Chicago, and thus offer the advantage of beautiful small-town environments with easy access to the cultural and commercial opportunities of major metropolitan areas.

The Warhawk family — led by caring faculty and staff — is devoted to student success within a broad range of academic programs offered at the associate, bachelor, master, and doctoral levels. These include both on-campus and online programs, and span the disciplines, from the theoretical to the applied, and encompass study in the arts, business, education, humanities, natural sciences, social sciences, technology, and professional and interdisciplinary programs.

UW-Whitewater has a special mission within the UW System to serve students with disabilities and, as such, embraces the principles of universal design and is one of the most accessible campuses in the nation. The campuses have more than 200 student organizations and UW-Whitewater’s intercollegiate athletic teams compete at the NCAA Division-III level. UW-Whitewater is committed to seeking and sustaining a culturally and ethnically diverse campus environment, building a diverse faculty and staff with expertise and interest in serving students with diverse needs, backgrounds, ethnicities, abilities and other distinct characteristics in respectful, sensitive and understanding ways. The University of Wisconsin-Whitewater is an Equal Opportunity and Affirmative Action Employer, and actively seeks and encourages applications from women, people of color, persons with disabilities, and veterans.



ORGANIZATION INFORMATION:

The University of Wisconsin-Whitewater is part of the 13-campus University of Wisconsin System ( https://www.wisconsin.edu ).

Wisconsin Statute 19.36(7)(b) provides that applicants may indicate in writing that their identity should be kept confidential. In response to a public records request, the University will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful final candidate will be released. See Wisconsin Statute 19.36(7)(a).

Per Regent Policy Document 20-19, University of Wisconsin System Criminal Background Check Policy and UW System Administrative Policy 1275 Recruitment Policies, UW-Whitewater requires criminal background checks as a contingency to employment. A criminal background check will be conducted prior to an offer of employment. All final candidates must be asked, prior to hire, whether they have been found to have engaged in, are currently under investigation for, or left employment during an active investigation in which they were accused of sexual violence or sexual harassment. When obtaining employment reference checks, these same sexual violence or sexual harassment questions must also be asked.

The University of Wisconsin-Whitewater requires that all employees be active participants in following applicable safety rules and regulations including necessary training and drills.

For UW-Whitewater Campus safety information and crime statistics/annual Security Report, see http://www.uww.edu/asfr . If you would like a paper copy of the report please contact the UW-Whitewater Police at 262-472-4660.



COMPENSATION AND BENEFITS:

Well-qualified candidates can expect a starting annual salary within a range of $39,000 – $42,000.

UW System employees receive an excellent benefit package. To learn more about the UW System’s comprehensive benefit package, review the UW System Employee Benefits Brochure .



CONDITIONS OF APPOINTMENT:

University of Wisconsin-Whitewater 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. If you have questions regarding this, please contact Human Resources. UW-Whitewater is not an e-verify employer, therefore STEM extensions are not options for work authorization.



TO ENSURE CONSIDERATION:

Applications received by January 2, 2022, are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. The most qualified applicants will be invited to participate in the next step of the selection process.

If you have questions regarding this recruitment or if you are unable to complete the application online due to a disability or system problem, please contact us at (262) 472-1072 or hrstudent@uww.edu .

For questions regarding this position, please contact:

Melissa Walton

Executive Assistant II, Enrollment and Retention

262-472-1385

waltonm@UWW.edu



TO APPLY:

Only complete application packages will be considered. This includes online submission of the following documents:

• Cover Letter
• Resume
• Name and contact information for three professional references

This Job ID is 19132.



Application Links:

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A current employee of the University of Wisconsin System, click here:

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