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ADMINISTRATIVE ASSISTANT II

Employer
University of Wisconsin - Milwaukee
Location
Wisconsin, United States
Salary
Salary Not specified
Date posted
Jan 12, 2023


ADMINISTRATIVE ASSISTANT II

University of Wisconsin - Milwaukee


Position Number: 02334277

Introduction (Description of School/College/Dept/Program)
The University of Wisconsin-Milwaukee provides a world-class, affordable education to 24,000 students from 90 countries. As one of the nation’s top research universities, UWM partners with leading companies in Wisconsin and beyond to advance knowledge, bring new discoveries to market and prepare students for work in a global economy. We are committed to attracting, retaining and growing a diverse staff that honors unique experiences and perspectives. At UWM, we strive to create and maintain working and learning environments that are inclusive, equitable and welcoming. We take pride in being dedicated to diversity in its student body, faculty and staff, and programs. Join our UWM family where your talents and expertise are recognized, valued, and contribute to greater pathways of success in both your career and life. For more information, please visit our website at www.uwm.edu.

The Office of External and Government Relations partners with community organizations, other academic institutions, neighborhood groups, elected officials, government agencies and others.
The Office includes government relations, external relations, neighbor relations, official functions and public records. We are responsible for initiatives such as UW-Milwaukee Connects, building openings and groundbreakings, local outreach and work to assist the community in navigating all three UWM campuses.



Job Summary
Reporting to the Chief Government Relations Officer, the Administrative Assistant II is responsible for supporting the business activities of the External and Government Relations team as well as maintaining the operations of the office. In support of the team this individual will assist with travel arrangements, scheduling and hosting meetings, and handling human resource needs such as approving leave time. Office operations include activities such as maintaining inventory and organization throughout the office, handling payments and expenses of the team, clerical tasks, and greeting visitors. This person will also manage public record intake and tracking along with some compliance tasks.

CORE RESPONSIBILITIES
Guided by UWM's mission, the Administrative Assistant II for External and Government Relations duties include:
Ordering, Payment, and Expenses
  • Track team expenses and ensure correct billing strings are being used throughout the process of ordering and posting in WISER
  • Order and track computers and other office furniture
  • Order office supplies



Inventory and Organization
  • Maintain key inventory
  • Maintain office supplies inventory and organization
  • Approve leave and time
  • Serve as a back-up payroll approver
  • Send reminders to team regarding submitting leave
  • Approve leave time

Travel Support
  • Schedule travel
  • TMEA/TER reimbursements

Meetings and reservations support
  • Reserve rooms
  • Confirm important external meeting details
  • Reserve parking spots/parking reimbursement
  • Reserve catering for meetings
  • Schedule meetings

Compliance
  • Manage public record intake and tracking
  • Assist with compliance tasks such as simple public records requests, federal relations quarterly reporting, etc.

Other administrative duties
  • Work with building manager regarding security camera access, keys, and building signage/directory
  • Submit work orders, IT requests, printer/copier maintenance
  • Coordinate mail
  • Database creation and management
  • Manage onboarding tasks for new team members (keys, supplies, etc.)
  • Greet visitors
  • Make copies, nametags and other event related tasks
  • Create and maintain email lists, teams and groups for different initiatives
  • Update websites and e-newsletters as directed


Minimum Qualifications
Minimum Qualifications
  • High School diploma or GED
  • Working knowledge and experience with Microsoft Office products
  • Strong attention to detail and organizational skills
  • Demonstrated ability to multi task and prioritize work





Preferred Qualifications
Preferred Qualifications
  • Bachelors degree
  • Relevant coursework such as classes or training with Microsoft or other office technology
  • Professional development classes or training


Application Instructions
If interested, you must submit a letter of application that addresses the professional level work experience as it relates to all required and preferred qualifications, a resume, and a list of three professional references with contact information to include postal addresses, e-mail and phone numbers. For this position applicants are required to apply online. UWM will not consider paper, e-mailed or faxed applications.

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 such qualifications.

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/36375




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