Administrative Assistant III - Diversity & Inclusion

Posting Details

Position Information

Recruitment Number

1211

Working Title

Administrative Assistant III - Diversity & Inclusion

Position Type

Staff/Administrative

Appointment Percentage

100%

Division/College

Diversity and Inclusion

Position Summary

This full-time position provides programmatic and high-level administrative support to the Vice Chancellor & Assistant Vice Chancellor of Diversity and Inclusion (D&I) and the units/offices under their supervision (Access Center, Campus Climate, Office of Multicultural Student Services, Student Support Services, Pride Center and Upward Bound). Duties and responsibilities include managing the office receptionist duties, functioning as a liaison between the office and faculty, staff, students and community, handling confidential information, record and file maintenance, making travel and hotel arrangements for visitors, interview candidates and staff, scheduling meetings for the Vice Chancellor and Assistant Vice Chancellor, coordinating special events for the division and conducting special projects as requested.

An important aspect of the position will require gaining an understanding of the structure, staff, and responsibilities of the 6 units within the division and their programming. These include the Access Center, Campus Climate, Office of Multicultural Student Services, Student Support Services, Pride Center and Upward Bound.

Normal working hours for this position are from 7:45 a.m. 4:30 p.m.

Description of College / Department / Program / Division / Unit

The primary role of the Division of Diversity and Inclusion is to ensure that diversity, in its many forms, is understood, respected, and valued. The Division advocates for access, equity and inclusion while encouraging critical dialogue, thinking, and meaningful educational interactions on campus and in the community. The Division includes the following departments: Campus Climate, ACCESS Center, Diversity and Inclusion, Multicultural Student Services, Pride Center, Student Support Services, and Upward Bound.

Required Qualifications

• Minimum of high school diploma or equivalent.
• 3-5 years of broad and increasingly responsible administrative experience.
• Demonstrated ability to communicate clearly, respectfully, and effectively in face-to-face, oral, written, and electronic forms.
• Demonstrated experience in the use of software including Microsoft Office Suite, email, and electronic calendars.
• Knowledge of modern office practices, including use of office equipment.
• Attention to detail and excellent organization skills.
• Ability to work well with others either in a team format or individually.
• Demonstrated ability to use discretion and good judgment regarding confidential information.
• Strong organizational skills and the ability to appropriately manage a complex workload with multiple priorities.
• Excellent customer service skills, including verbal, written, and interpersonal communication skills.

Preferred Qualifications

• Associate degree or professional certification.
• Office management experience.
• Experience coordinating and developing official correspondence.
• Experience in higher education.
• Ability to work independently and collaboratively and set priorities to meet the demands of the position.
• Ability to learn and adapt to policies, procedures, and protocols of the administrative office.
• Ability to solve problems and make independent decisions.
• Excellent professional judgement and the ability to take initiative to identify and resolve problems.
The ability to relate, communicate, and respond to all individuals with a variety of needs in a multitude of situations, is a must.
Tact and discretion, as well as an outgoing personality and professional, service-oriented manner re essential to the job as well as an ability to discern individual and community impact at first glance.

Physical Demands

Reasonable Accommodations
UWL 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 contacthrinfo@uwlax.edu or 608.785.8013. This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.

All position descriptions are required to provide physical demands and working condition/environment and may not be published in the job announcement. For information on the physical demands and/or working conditions/environment for this position, please contact Human Resources athrinfo@uwlax.edu or 608.785.8013.

Working conditions and environment

• Office setting

Miscellaneous Information

INFORMATION ABOUT YOUR BENEFITS

Your benefits add an additional 40%+ to the overall financial package from the university.
Highlights include:

• paid vacation for 12-month positions.
• excellent flexible health insurance with low co-pays and good coverage.
• paid holidays and sick days. 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.uwlax.edu/globalassets/offices-services/human-resources/benefits-info/2022-quick-guide-us.pdf .

Benefit eligibility is determined at the point of hire. This information is provided for illustrative purposes only. Benefits are also pro-rated based on the appointment percentage.

Information about UWL and the Surrounding Region
The University of Wisconsin-La Crosse (UW–La Crosse) provides a challenging, dynamic, and diverse learning environment in which the entire university community is fully engaged in supporting student success. Grounded in the liberal arts, UW-La Crosse fosters curiosity and life-long learning through collaboration, innovation, and the discovery and dissemination of new knowledge. Acknowledging and respecting the contributions of all, UW-La Crosse is a regional academic and cultural center that prepares students to take their place in a constantly changing world community.

For more than a decade UW-La Crosse has been named one of Kiplinger’s 100 Best Values in Public Universities and has appeared prominently on theU.S. News & World Reportlist of “America’s Best Colleges” for more than 15 years, and is ranked #4 on its list of the Best Regional Public Universities in the Midwest.
With a student population of roughly 10,500, the university offers 91 undergraduate programs, 21 graduate programs, and 2 doctoral programs through the following three colleges, the College of Arts, Social Sciences, and Humanities, the College of Business Administration, and the College of Science and Health, as well as the School of Education. There are over 600 full-time faculty and instructional academic staff, 75 percent of whom hold terminal degrees. UW-La Crosse boasts a retention rate (freshmen returning as sophomores) of 84 percent, graduation rate (degree within six years) of 70 percent, and is among only 12 institutions cited nationally by the American Association of State Colleges and Universities for its success in linking campus culture and university leadership to outstanding graduation rates.
UW-La Crosse’s strategic plan Sustaining Excellence continues to move our community forward through its four pillars: increasing community engagement, achieving excellence through equity and diversity, investing in our people, and advancing transformational education. More information about the ongoing work of Sustaining Excellence is available atwww.uwlax.edu/info/strategic-plan .
The UW-La Crosse campus is in southwestern Wisconsin, nestled in a residential area of the City of La Crosse and positioned as part of a larger metro area with a population close to 140,000. The area, known as the 7 Rivers Region, is famous for its exceptional natural beauty which includes the Mississippi River on one side, majestic bluffs on the other, and views of rolling farmland and forested valleys in between. Abundant water, woodlands and varying terrain provide ample opportunities for year-round outdoor recreation. Only a couple of hours from Minneapolis or Madison, La Crosse enjoys the affordability and charm of small town living with larger city benefits. Three colleges, two world-class medical institutions, the La Crosse Symphony Orchestra, a restored nineteenth century downtown business district, and a number of galleries and art centers have made La Crosse a regional center for culture, entertainment, medical care, shopping, sports and recreation. More information about the La Crosse metro area can be found here:Choose La Crosse .
Learn more about UW-La Crosse here:https://www.uwlax.edu/human-resources/services/talent-acquisition-and-employment/finalist-welcome/

AA/EO Statement
The University of Wisconsin-La Crosse 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. UWL, 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.

DEI Statement
UW-La Crosse’s diversity and inclusion efforts are guided by our adherence to Inclusive Excellence. We define Inclusive Excellence as “… our active, intentional and ongoing commitment to bridge differences with understanding and respect so all can thrive." The goals of Inclusive Excellence are to increase the retention of diverse faculty, staff and students while encouraging a campus climate that is inviting and welcoming to all. UW-La Crosse strives to promote acceptance of all facets of diversity from racial/ethnic diversity to diversity of thought and experience. UW-La Crosse ranks 6th nationally among the Top LGBTQ -Friendly Colleges for 2018-19 by AffordableCollegesOnline.org ( ACO ).

Annual Security and Fire Safety Report (Clery Act)
For the UWL Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, seehttps://www.uwlax.edu/police/annual-security-report/ or contact the University Police Department at 608.785.9000.

Duties/Responsibilities

These are the job duties required for the position.

Responsibility Statement

Provide Administrative Support

Duties to Support Responsibility

• Provide a complex range of professional administrative support to the Vice Chancellor and Assistant Vice Chancellor of Diversity & Inclusion and the Diversity & Inclusion Leadership Team. Knowledge of the responsibilities of the Diversity & Inclusion units and the administrative structure is essential in order to protect confidentiality.
• Serve as liaison between the Vice Chancellor and Unit Directors and support staff regarding University & Divisional policies, procedures, goals and functions. Interact with directors on a daily basis.
• Function as a liaison between the academic departments and the departments in Diversity & Inclusion as well as the Chancellor’s Leadership team.
• Develop and maintain positive lines of communication between the Vice Chancellor’s office and other university offices.
• Use judgement and discretion in alerting the Vice Chancellor and Assistant Vice Chancellor of matters needing attention in priority order.
• Assist with the organization of special events for the Diversity & Inclusion offices (ordering food, scheduling rooms, digital sign and campus event calendar submissions)
• Orders and maintains an adequate stock of office supplies.
• Assist in gathering data and preparing reports related to Division functions and end of year reporting.
• Assist in organizing the processes and procedures to ensure efficient functioning of the office.
• Stay up-to-date on policy revisions and documentation in accordance with UW policies and procedures as it relates to the many changes and updates in the areas of Diversity and Inclusion.
• Schedule meetings and maintain master calendar for the Vice Chancellor and Assistant Vice Chancellor and other staff members based upon UWL priorities, campus initiatives and divisional processes.
• Manage and prioritize phone calls, appointments, incoming/outgoing correspondence and reports as to what should be seen and completed in priority order.
• Respond to numerous inquiries for requests for information from a variety of sources, particularly in the absence of the Vice Chancellor and Assistant Vice Chancellor. This may involve researching answers to inquiries pertaining to sensitive issues.
• Compose, proofread, and edit correspondence and documents as required. Documents may be of confidential nature.
• Propose administrative support policies and procedures to facilitate Department administrative and operating effectiveness. Lead implementation as requested.
• Assist with the collection and retrieval of data or information to compile reports for UW System or End of the Year reports relating to Inclusive Excellence or Diversity and Inclusion
• Attend and participate in Diversity & Inclusion Leadership Team meetings, and other events or meetings related to the campus diversity initiatives upon request.
• Develop agendas, disseminate and process correspondence related to the meetings and arrange for timely distribution and archiving of meeting minutes.
• Maintain personnel records for the Division of Diversity & Inclusion. Records may include information regarding salaries, appointment terms, evaluation, disciplinary action and/or decisions.

Percentage Of Time

70

Essential

Yes

Responsibility Statement

Budget and financial responsibilities

Duties to Support Responsibility

• Coordinate travel arrangements for the Vice Chancellor and Assistant Vice Chancellor, Diversity & Inclusion Leadership team, visitors or interview candidates
• Submit e-Reimbursement requests for visitors and interview candidates. Review for completeness, business purpose, accurate funding source and required documentation
• Stay up-to-date on budget and travel policy revisions and documentation in accordance with UW policies and procedures. Attend budget and travel training and in-services
• Maintain documentation for department expenses and purchases (budget reconciliation and tracking of expenses)

Percentage Of Time

20

Essential

Yes

Responsibility Statement

General Responsibilities

Duties to Support Responsibility

• Coordinate multi-channel marking and communication activities with support of Assistant Vice Chancellor
• Maintain social media accounts daily
• Assist with Website updates as needed
• Serve as a resource person for students and staff with complaints or concerns and direct them accordingly.
• Maintain a record management/filing system.
• Initiate work order requests when necessary.
• Review all Diversity & Inclusion divisional documentation needing approval/signature of the Vice Chancellor and Assistant Vice Chancellor to include overloads, appointments, purchase orders & work orders.
• Maintain office equipment, computers, and printer replacement information.

Percentage Of Time

10

Essential

Yes

Posting Detail Information

Posting Detail Information

Special Instructions

Application deadlines
TO ENSURE CONSIDERATION : Priority consideration is given to those candidates who apply by the listed ‘First Review Date’. 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.

Confidentiality of Applicant Materials
UWL is a state agency and subject to Wisconsin’s Open Records Law. UWL 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.

Posting Date

05/16/2022

Close Date

Continuous Recruitment

Yes

Continuous Recruitment First Review Date

05/23/2022

Position Contact Name

Barbara Stewart, Vice Chancellor for D&I

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. * 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.
3. * 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)
   
   
4. * 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
5. * 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
6. * Are you an alum of the University of Wisconsin-La Crosse?
   • Yes
   • No
7. * 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
8. * 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
9. * Are you legally eligible to work in the United States?
   • Yes
   • No
10. * 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
    • LinkedIn
    • Indeed
    • WinonaDailyNews.com, LaCrosseTribune.com, ChippewaHerald.com, Journaltimes.com, Kenoshanews.com, Madison.com
    • Department of Workforce Development (WISC)
    • Other