Administrative Assistant II - iCIT - 18353

INTRODUCTION:

The Department of Instructional, Communication and Information Technology (ICIT) at the University of Wisconsin - Whitewater seeks an Administrative Assistant (ADMINISTRATIVE ASSISTANT III).

JOB DUTIES:

ICIT seeks an administrative assistant with excellent communication, organizational and problem-solving skills. If you are a highly motivated team player with a strong work ethic and the desire to contribute to an environment of innovation and collaboration, this is the position you have been waiting for!

Our ICIT team prides itself on our dynamic team environment, professional growth opportunities, emphasis on diversity and inclusion, and exceptional employee benefits. This position provides the opportunity to work with a variety of staff and business units to support and enable all technology needs of the UW-Whitewater community.

Position Summary:

The responsibility of the position will be to provide administrative support to the division of Instructional, Communication and Information Technology (ICIT). This position will work under general supervision and will report to the Administrative Manager for ICIT.

Responsibilities:

A. Unit Financial Support

1. Monitor ICIT financial accounts and maintain documents, including spreadsheets to track spending and ensure expenditures are in accordance with unit allocations, objectives, and priorities.

2. Project expenditures in order to determine year-end fund balances and carryover requests.

3. Maintain records of all equipment and software on maintenance contracts in such a way that continuing maintenance costs can be easily projected.

4. Maintain documentation on vendor contracts and license agreements.

5. Request timely quotes to ensure renewal of licenses and maintenance agreements.

6. Initiate purchase requisitions and direct payment requests in accordance with UW-System and UW-Whitewater policies and procedures.

7. Timely and accurately process chargebacks for purchased equipment, software and technology.

8. Collect and verify documentation in support of purchases made via credit card in accordance with UW-System and UW-Whitewater policies and procedures.

9. Process credit card reconciliation statements.

B. Office Administration

1. As the first point of contact for the ICIT front office; receive incoming calls, greet visitors, take messages, provide information or refer to appropriate individual or office.

2. Schedule logistics, secure resources, and assist in e-reimbursement for meetings, conferences, and travel for ICIT employees and candidates.

3. Edit and prepare written documents and reports as needed upon request.

4. Assist with departmental recruitment and hiring processes, ensuring that proper processes are followed per UW-System and UW-Whitewater policies and standards.

5. Maintain established methods and filing systems to ensure organization of electronic/physical files.

6. Liaison between campus units and cellular service vendors to assist with campus cellular accounts, including ordering of new phones, upgrading of current phones, and disconnection of unused lines.

7. Coordinate office supply inventory and ordering.

8. Submit electronic work orders upon request for maintenance related requests.

9. Sort and/or open incoming mail. Dispatch outgoing and interoffice mail.

C. Provide Administrative Assistance to the CIO

1. Compose, type and distribute emails or correspondence as needed upon verbal instruction.

2. Relay messages to the CIO with accurate information.

3. Assist with maintaining the CIO’s calendar in Microsoft Outlook, scheduling and cancelling meetings as requested.

4. Organize and maintain filing system for CIO documents.

D. Professional Development & Other

1. Participate in department and campus-wide projects as assigned.

2. Participate in personal and professional development activities identified to enhance job skills.

QUALIFICATIONS:

Minimum Qualifications

• 2 years of experience in office administration
• 2 years of experience with accounting/bookkeeping and data management
• 2 years of significant experience with Microsoft Office Suite

Highly Desired Qualifications

• Associate’s Degree in Business Administration or related field
• Experience in a higher education environment
• Experience with UW System policies and procedures
• Demonstrated attention to detail and ability to refine processes and procedures

Job Knowledge, Skills, and Abilities

• Excellent written and verbal communication skills
• Excellent organizational skills
• Basic mathematical calculations including percentages, ratios, and averages
• Strong aptitude for problem-solving
• Ability to handle multiple concurrent tasks
• Ability to work collaboratively with co-workers, administrative staff, and students
• Ability to learn independently and to teach oneself to use new software and technologies
• Ability to work with internal and external audiences
• 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.

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 a salary commensurate with the candidate’s education, related experience, and qualifications .

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 .

SPECIAL NOTES:

UW-Whitewater embraces AAC&U’s LEAP principles ( http://www.uww.edu/leap ) and emphasizes student, staff and faculty participation in High-Impact Practices ( https://www.aacu.org/resources/high-impact-practices ). The Office of Research and Sponsored Programs ( http://www.uww.edu/orsp ) provides support for faculty scholarly and creative activities as well as other opportunities to apply for reassigned time and/or other resources to support research activities. UW-Whitewater faculty and staff also have access to technology transfer and research resources provided by WiSys ( https://www.wisys.org ).

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 Sunday, May 29, 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:

Alexa Haase

262-472-7794

haasea09@uww.edu



HOW 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 18353.

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