Administrative Assistant

Working Title: Administrative Assistant Official Title: Administrative Assistant II Employment Class: University Staff FTE: 1.0 Compensation: $15.00-$16.38 FLSA Status: Non-exempt Terms of Employment: 12-month, Continuous

Under the direct supervision of the Executive Director of Student Affairs for Access Campuses, the Administrative Assistant II is located in the Student Affairs office, and as a strategic member of the Solution Center, is primarily responsible for providing excellence in customer service to students, parents, faculty, staff and the community. The Administrative Assistant II is the first campus contact and therefore, highly visible and cross-trained with a strong knowledge base and understanding of the campus protocols for the areas of admissions, recruitment, advising, financial aid, veterans, accessibility student/academic conduct, academic and program related questions and concerns. The Administrative Assistant II fields questions through email, web chat, phone and in-person.

This is a continuous University Staff position appointed at a full-time equivalence (FTE) of 1.0. The typical work schedule will be 8:00 am – 4:30 pm Monday-Friday. Occasional evening and weekend hours are required.

Responsibilities

Provides administrative support for a department, group of professionals, or to the manager of a work group consisting of professional staff and subordinate supervisors in support of unit goals, under general supervision.

75% Educational Customer Support Services - Provide excellence in customer service to all individuals contacting the Student Affairs Office by addressing and meeting the immediate questions/needs of students, parents, faculty, staff and the community.

• 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.
• Provide accurate, direct assistance in addressing any/all basic questions raised in the areas of academics and programming, admissions, recruitment, advising, financial aid, veterans, accessibility services and academic conduct.
• Identify, track and forward complex issues and/or situations with any/all supporting documents requiring additional review to the appropriate staff member or department (IT, Academic Advising, Accessibility, etc.).
• Direct Veterans to the Veterans School Certifying Official when appropriate
• Collect and review any/all paperwork, correspondence, documents, etc., from individuals and assist with review and/or completion where and when necessary and/or forward/provide to the appropriate processing area and/or staff (ex. Financial Aid, Admissions, Registrar, Academic Advisor)
• Schedule/coordinate appointments for students with Academic Advisors
• Register students for appropriate events when and where necessary (e.g. placement testing, new student orientation/registration, student success)
• Support enrollment management needs through student outreach, follow up and tracking
• Reconcile student accounts. Research and work with Student Accounts and/or appropriate department to reconcile and remedy any/all student account issues.
• Respond to, collate and send requested information inquiries as requested. Maintain and track these contacts and information in the appropriate databases and spreadsheets.

15% Office Administration - Perform/provide administrative and clerical office support duties.

• Process mail. Obtain and sort any/all incoming and outgoing mail daily.
• Maintain office machines, equipment, materials and supplies. Initiate and track repairs to ensure all machines/equipment are properly functioning.
• Order office supplies and maintain adequate back-up supplies and/or original forms and other office materials-where and when necessary.
• File any/all records as organized in the office and in collaboration with student workers and other campus staff.
• Lead and provide guidance and direction to student workers in the Solution Center and/or other Student Affairs area as assigned.
• Provide training and disseminate updates and/or timely/appropriate communication for student workers as needed/necessary.
• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations.
• Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums.
• Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision
• Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures.

10% Other Duties

• Cross collaborate and serve as back up support to the Administrative Assistant II at Fond du Lac Campus (ex. office email, outreach, electronic processing, rare but possible office coverage)
• Participate in elected and/or assigned committee work and governance activities.
• Participate in any/all assigned Campus or UWS or related sponsored training and skill development programs
• Assist with services provided by all staff which may include registration, orientation, placement testing, financial aid, transfer and general information.
• Perform and/or provide other duties as assigned by the Executive Director of Student Affairs for the Access Campuses.

Qualifications Required:

• Strong experience in providing quality customer service through effectively communicating and addressing the immediate needs of customers.
• Demonstrated effective oral, written and listening communication skills.
• Demonstrated effective organizational skills to manage multiple and shifting tasks/demands to meet timely deadlines.
• Demonstrated commitment to diversity, equity, and inclusion.

This position is highly visible and interacts with diverse students, staff and community populations. Attention to detail, and the need to exercise independent judgment to analyze and problem solve, as well as decision making followed by implementation and follow through and follow up activities will provide success in this position.

Preferred:

-Associate Degree

-Preference will be given to candidates with specific experience with and/or thorough working knowledge of higher education student servicing departments and accompanying polices, practices, and procedures.
• Knowledge of financial aids and accompanying processes (FAFSA, applicable federal, state, private loans, scholarships, etc.).
• Working knowledge and understanding of academic student conduct (UW System Chapter 14)
• Working knowledge and understanding of non-academic misconduct (i.e. Title IX, UW System Chapter 17 and 18)
• Working knowledge of any/all student and/or higher education federal state regulations/policies (FERPA, Clery Act, etc.)
• Familiarity and experience with customer relations management software (Ex. Salesforce or similar)
• Working knowledge and effective usage of MS Office and/or closely related software and computer/fax/office equipment hardware

To Apply:

Applicants must submit the following documents using the online application:

Cover letter, resume, and 3 professional references

For questions regarding your application and additional options to apply, contact Human Resources at recruitment@uwosh.edu or 920-424-1166.

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 Spring 2020. Job duties and responsibilities will remain the same. For more information please visit: wisconsin.edu/ohrwd/title-and-total-compensation-study/ .

Application Deadline:

TO ENSURE CONSIDERATION: Applications received by February 17, 2022 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. Application materials will be evaluated and the most qualified applicants will be invited to participate in the next step of the selection process. Incomplete and/or late application materials may not receive consideration.

If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact the Office of Human Resources.

Legal Notices:

AA/EO Statement
The University of Wisconsin Oshkosh (UWO) is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. We strongly encourage women, minorities, people with disabilities and veterans to apply. UWO, in compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, does not discriminate on the basis of race, color, national origin, religion, sex, sexual orientation, gender identity/expression, disability, or protected veteran status.

Reasonable Accommodations
UWO 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 afaction@uwosh.edu or 920-424-1166. 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
UWO is a State agency and subject to Wisconsin's Open Records Law. UWO 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 & Reference Check Policy
All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.

Work Authorization
The University of Wisconsin Oshkosh 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.

Annual Security and Fire Safety Report (Clery Act)
For the UWO Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see https://uwosh.edu/police/ , or call UWO's Police Department, at (920) 424-1212 for a paper copy.

Campus Security Authority (Clery Act)
This position is a designated Campus Security Authority and is obligated under the Clery Act to notify the Dispatch Supervisor/Records Custodian at the UW Oshkosh Police Department of any alleged Clery Crimes that have been reported to them or alleged Clery Crimes they have directly witnessed.