Office Program Associate (Admin Assistant II)

Posting Details

Recruitment Number

1107

Working Title

Office Program Associate (Admin Assistant II)

Position Type

Staff/Administrative

Appointment Percentage

100

Division/College

Advancement and External Relations Division

Position Summary

This position works under the general supervision of the Executive Director for University Marketing and Communications. It provides office support for the University Marketing & Communications (UComm) Office in the Division of University Advancement, which includes News & Marketing and Web & Design Services. The person serves as an office management generalist, while also assisting with compiling, organizing and monitoring the quality of information that is distributed to the university’s audiences. This position requires the ability to learn or have a depth of knowledge of the university, its personnel policies and procedures. This position requires considerable knowledge of the program areas to enable the employee to work effectively and independently in a wide range of work situations with minimal supervision. Effective oral and written communication skills are essential. The normal work schedule for this position is Monday through Friday, 7:45 a.m. to 4:30 p.m.

Description of College / Department / Program / Division / Unit

The mission of the UWL University Advancement Division is to strengthen relationships with University stakeholders and manage engagement and fundraising activities to secure resources and support for the University’s mission and vision. Advancement is an integrated function of communications, alumni relations and fundraising which coordinates images, messages and constituency engagement activities to disseminate critical information, create powerful experiences, and offer essential services to key constituencies.

University Communications’ mission is to serve UWL by setting the highest standards for its creative work using the power of words and images to advance its educational mission. The office provides campus news bureau and publication services, web design and development, and social media support. Its primary responsibility is to share information about the UWL with the publics who influence our success including the campus community, alumni and friends, current and prospective donors, and the local and global community our campus serves.

Alumni relations, through the UWL Alumni Association, works to create a lifetime connection with UWL by building and maintaining relationships among students, alumni, friends and the University.

The Development Program, in conjunction with the UWL Foundation, serves to maximize private gift support for the University. We strive for philanthropic results through donor-centered service and student-focused opportunities in order to enhance the academic activities in instruction, research, education and public service."

Required Qualifications

•Minimum of high school diploma.
•Knowledge and experience in the use of computer software including Microsoft Office Suite (i.e. Word, Excel, PowerPoint, etc.).
•Knowledge and experience in the use of email and calendar functions (i.e. Outlook, Gmail).
•Effective oral and written communication skills.
•Excellent organizational and time management skills.
•Ability to coordinate projects, set priorities and work independently to meet office needs.
•Ability to multi-task when necessary – maintains attention to details such as timelines and due dates despite frequent interruptions.
•Ability to meet and work effectively with people across multiple levels of the organization.
•Ability to use discretion and good judgment regarding confidential information.
•Ability to enhance professional competencies by participating in professional development workshops, seminars and training sessions related to current position responsibilities.

Preferred Qualifications

•Knowledge of policies, procedures and protocols of an administrative office.
•Knowledge and experience in the use of Adobe Suite (Photoshop, InDesign, etc.)
•Knowledge of administrative support activities, including those of an office manager.
•Knowledge of survey and form software (Qualtrics, Google Forms, etc.)
•Ability to plan, assign and supervise the work of student employees.

Physical Demands

N/A

Working conditions and environment

Office Setting

Miscellaneous Information

Your benefits add an additional 40%+ to the overall financial package from the university.
Highlights include:
• 22 days of vacation for 12-month positions (that are non-instructional)
• excellent flexible health insurance with low co-pays and good coverage.
• paid holidays and sick days.
• sick leave may be converted at retirement to pay for health insurance post-work at UWL .
• after 5 years of employment, you become vested in our retirement system which ensures income post-career.
• benefits at UWL are highly competitive with local industry and some of the strongest in state and nation.
Learn more at: https://www.wisconsin.edu/ohrwd/benefits/download/fasl20.pdf
Benefit eligibility is determined at point of hire. This information is provided for illustrative purposes only. Benefits are also pro-rated based on the appointment percentage.

The University of Wisconsin System and the University of Wisconsin–Madison are engaged in a redesign of job title and compensation structures. The Title and Total Compensation Project will result in relevant and market-informed titles to help us keep and grow our outstanding workforce. If you are the successful candidate, your title is subject to change in November 2021. For more information, visit: https://www.wisconsin.edu/ohrwd/title-and-total-compensation-study/

Duties/Responsibilities

These are the job duties required for the position.

Responsibility Statement

Provide Office Support for University Communications

Duties to Support Responsibility

•Review projects for quality and accuracy for UComm staff prior to distribution.
•Conduct research for UComm as needed for social media posts, purchases, publications, et.al.
•Compile, organize and post information distributed by UComm as seen fit
•Assist campus photographer with scheduling other photography tasks.
•Assist with making UComm materials accessible.
•Maintain bulletin boards in hallway.
•Maintain and coordinate letterhead and envelop design requests from university departments.
•Coordinate UComm and Advancement meetings, group events and outings.
•Coordinate with unit leaders for development and production of weekly staff meeting agendas.
•Order any printed materials for the office; e.g., letterhead, business cards, nametags.

Percentage Of Time

40

Essential

Yes

Responsibility Statement

Office Management

Duties to Support Responsibility

•Greet, receive and announce appointments for the University Communications staff. Establish a friendly and helpful atmosphere for those who come to the UComm office.
•Analyze student employee needs, onboard and supervise the student’s timesheets.
•Coordinate UComm software budgeting and licensure.
•Coordinate vacation schedules and ensure continuous and sufficient office coverage.
•Maintain office computers and printers; order and maintain inventory of office supplies.
•Pick up and route mail; prepare and distribute mailings for UComm staff as required.
•Work with Executive Director to manage department budgets.
•Coordinate and submit travel requests and reimbursements for all UComm staff.
•Coordinate Facilities Planning and Management work orders.
•Work with Purchasing Department on UWL branding approvals.

Percentage Of Time

40

Essential

Yes

Responsibility Statement

Records Management

Duties to Support Responsibility

•Develop and maintain an effective record management system, making sure documents are saved and destroyed according to open records and file retention policies.
•Maintain online storage of documents related to UComm.
•Maintain archive of newspaper clippings and other printed materials.
•Maintain necessary paper files for UComm staff.

Percentage Of Time

15

Essential

Yes

Responsibility Statement

Miscellaneous

Duties to Support Responsibility

• Other duties as assigned by the Executive Director for Integrated Marketing and Communications and Vice Chancellor of the Division of University Advancement.
• Other duties as assigned by UComm staff.

Percentage Of Time

5

Essential

Yes

Posting Detail Information

Special Instructions

Posting Date

09/02/2021

Close Date

Continuous Recruitment

Yes

Continuous Recruitment First Review Date

09/20/2021

Position Contact Name

Maren Walz

Position Contact Email

hrinfo@uwlax.edu
Required Documents
Required Documents

1. Resume/Curriculum Vitae
2. Cover Letter/Letter of Application
3. Reference Contact Information

Optional DocumentsSupplemental Questions

Required fields are indicated with an asterisk (*).

1. The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identities of finalists must be revealed upon request. See Wis. Stat. §. 19.36(7).
   • I wish for my name to remain confidential until the university is no longer able to do so.
   • I waive my right to keep my name confidential through the application process.
2. Are you currently under investigation or have ever left employment during an active investigation in which you were accused of sexual violence or sexual harassment? (Required under UW System Administrative Policy 1275)
   • Yes
   • No
3. Were you ever found to have engaged in any sexual violence or sexual harassment in a previous work assignment? (Required under UW System Administrative Policy 1275)
   • Yes
   • No
4. Are you an alum of the University of Wisconsin-La Crosse?
   • Yes
   • No
5. How did you hear about this employment opportunity?
   • Chronicle of Higher Education Web Site
   • Discipline-Specific Publication/Web Site
   • HERC Web Site
   • HigherEdJobs.com Web Site
   • Job Center of Wisconsin Web Site
   • Minority Publication/Web Site
   • University of Wisconsin - La Crosse Social Media (i.e. Facebook, LinkedIn, Twitter)
   • University of Wisconsin - La Crosse Web Site
   • La Crosse Tribune
   • Personal Referral
6. After you retire from a Wisconsin Retirement System (WRS) employer, you may return to work with a WRS employer as a rehired annuitant, provided certain requirements are met. There are no restrictions on what type of position a rehired annuitant can hold. Under the WRS, there is no limit to how much you may earn as a rehired annuitant. (Learn more: https://www.wisconsin.edu/ohrwd/benefits/life-events/empcha/ra/). Are you currently collecting an annuity from the Wisconsin Retirement System, (WRS)?
   • Yes
   • No
7. Are you currently employed by or have you been employed by a UW System institution or a State of Wisconsin agency during the last seven (7) years? Please answer yes or no. If yes, provide the institution or agency name, your supervisor and contact information, including phone number and email address.
   • Yes
   • No
8. Please provide your most recent employer, supervisor name and contact information, including phone number and email address. (Pursuant to UW System Administrative Policy 1275, UW System requires reference checks related to sexual harassment and sexual violence to be conducted at a minimum with a final candidate’s most recent employer and with all previous UW System institution and State of Wisconsin agency employers from the past seven years. UW-L will notify you prior to contacting your supervisor).
   
   (Open Ended Question)
   
   
9. Will you now or in the future require visa sponsorship for employment at the University of Wisconsin-La Crosse? (UW-L and UW System institutions pay for some or all of the sponsorship costs. Some candidates may require an H1B or another form of employment sponsorship to work in the US. This question is asked so that if you are the successful candidate, Human Resources can work with your work unit to begin the process of obtaining this visa).
   • Yes, I will require sponsorship prior to employment.
   • Yes, I will require sponsorship for continued employment if hired.
   • No, I do not require sponsorship and am eligible to work in the US.
10. Are you legally eligible to work in the United States?
    • Yes
    • No