Administrative Assistant III

INTRODUCTION:

ADMINISTRATIVE ASSISTANT III - Learning & Information Technology

Official UW Title: Administrative Assistant III

This full-time position provides administrative support and office management duties for the Learning and Information Technology (LIT) department and Assistant Chancellor for LIT/CIO. This position has primary responsibility for providing scheduling and setting up meetings, office coverage, setting up and facilitating staff travel and conference attendance, facilitating recruitments and onboarding; and managing the overall office operations of LIT. This position works closely with the LIT leadership team and other university department staff to ensure the smooth and efficient operation of LIT. This individual will maintain confidentiality of information and practice pro-active customer service. This is an on-campus position and requires work be performed on location at the University campus in Menomonie, Wisconsin.

QUALIFICATIONS

Minimum / Required

• 3 years of administration/office work experience or an equivalent education and experience (e.g. a two-year associate degree with one year of office work experience).
• Excellent verbal and written communication skills.
• Excellent computer skills and proficiency with Microsoft software (i.e. Word, Excel, Outlook, etc).
• Demonstrated attention to detail and organizational skills including proofreading and editing.
• Motivated to provide outstanding service to internal and external customers.
• Ability to work independently and as part of a collaborative team.
• Excellent judgment including sensitivity to personal and confidential information.

Highly Desired/Preferred

• Demonstrated experience establishing a climate that embraces equity, diversity, and inclusion.
• Excellent judgment including sensitivity to personal and confidential information.
• Ability to adapt to shifting priorities and operational needs.
• Previous experience with performing general accounting and/or travel reporting tasks within the UW system or another state agency.
• Two years of experience working in a higher education setting.

RESPONSIBILITIES

Assistant to CIO

• Serves as a first point of contact for individuals and groups engaging with LIT.
• Maintain CIO's calendar (schedule), including individual and group meetings on recurring, basis.
• Develops, collects, and analyzes and distributes various communication materials from established sources utilizing technology.
• Coordinate all travel arrangements including itinerary, lodging, maps, flight reservations, registration, etc. and complete travel e-reimbursement paperwork including statements of justification as needed.
• Manage CIO's corporate travel card.
• Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures.

Administrative Support for Learning and Information Technology (LIT) Directors and Department

• Prepares, manages and distributes communications to the appropriate entities including campus announcements according to established policies and procedures.
• Coordinate building support for Sorensen Hall including room reservations, after hour access requests; maintain and update card and key access for staff and student workers each semester; manage annual key audit; generate regular door access and other reports as needed for audit purposes.
• Record technology purchase orders for inventory records in database, monitor budget and review department purchases
• Manage LIT laptop inventory and identify replacement cycle for Directors.
• Provide travel assistance to LIT directors and staff including submitting expense reports, managing travel arrangements (lodging, flight reservations, registration, etc.) and completing travel reimbursement paperwork as requested for LIT directors and LIT staff.
• Provide support to LIT committees as directed by the CIO and LIT directors. Keep complete and accurate records and coordinate arrangements with committee chairperson.
• Schedule and coordinate meetings with members of committees as directed by CIO and LIT Directors; create and publish agenda and supporting documentation/resources.
• Student Tech Fee committee support and liaison to CIO
• Human Resources Liaison for Department - Hiring support - serve as department recruitment coordinator/liaison by working with Search Committee Chair and Human Resources department to keep track of progress in a job search from beginning to end of HR process, post listing, maintain detailed records, emails and notes of all contacts with applicants and submit materials in campus recruitment system; and stay current on procedures for maintaining documentation in the recruitment system.

Miscellaneous

• Keep department organizational chart, staff and building lists current.
• Manage arrangements and follow-up with parking services, facilities and catering services for special events hosted by LIT department. Submit paperwork to the business office for approval and maintain records of events for future reference.
• Assist with shredding, cleaning, organizing, surplus, plans for moves, work with design teams, etc. as needed.
• Manage distribution of paper mail, assist with office signage and other duties, and special projects as assigned.

DEPARTMENT INFORMATION

Learning Technology Services (LTS) is a unit with the Learning and Information Technology (LIT) department and serves as an instructional center focusing on teaching and learning for instructors of the University of Wisconsin-Stout community. Offering a range of services, LTS partners with faculty to provide expertise, training, and support to assist instructors with incorporating instructional technology into their teaching practice and creating technology-enhanced instructional materials.

UW-Stout's LIT Department is committed to creating an inclusive campus community. Candidates who have experience working collaboratively with diverse individuals and/or groups and who can contribute to fostering an inclusive environment are encouraged to identify their experience in these areas.

APPLICATION INSTRUCTIONS

Complete applications received by end of day, July 28, 2024 are ensured full consideration. Applications submitted after July 28th may be reviewed at the discretion of the search committee or until position is filled.

To apply, click on the APPLY button or go to: https://www.uwstout.edu/about-us/careers-jobs

Required application materials :

1. Cover letter (* See below)
2. Curriculum vitae or resume
3. Names and contact information for a minimum of three (3) professional references who can speak to your skills and abilities for the position

* Please use your cover letter to speak to each of the Minimum/Required Qualifications for this position as listed above. For each required qualification, describe your relevant experience, using specific examples from your work history to illustrate how your experience satisfies the requirement.

Applicants must complete all required fields and attach all required documents prior to submitting the online application.

Note: Once you have attached your materials and submitted your application you will not be able to go into the system and change them.

Before starting the online application process, we recommend you preview the frequently asked questions (FAQs) available at: https://kb.uwss.wisconsin.edu/21900

It is the policy of UW-Stout to provide reasonable accommodation to qualified applicants with disabilities. If you need assistance, or accommodation in applying because of a disability, please contact us using the information below. Employment opportunities will not be denied because of the need to make reasonable accommodation for a qualified individual's disability.

For questions regarding this position or recruitment, please contact:

Search Chair: Julie Zack

Phone: 715-232-1887

Email: zackj@uwstout.edu

If you need assistance with the online application process or if you submitted your application prior to uploading all the required application materials, please contact:

Search Coordinator: Krista Raleigh

Phone: 715-232-2649

Email: raleighk@uwstout.edu

ADDITIONAL INFORMATION

Minimum starting salary of $21.63/hour ($45,000), commensurate with qualifications and experience. A six month probationary report is required. The Universities of Wisconsin provides an excellent benefits package including participation in the Wisconsin State retirement plan, demonstrating our commitment to the diverse needs of our employees.

• Benefit Details: https://www.wisconsin.edu/ohrwd/benefits/download/quickguideus.pdf
• Health & Retirement Contributions Estimator | Employee Benefits (wisconsin.edu)

UW-Stout is committed to nondiscrimination in its employment practices and to equal employment opportunity for all persons and does not discriminate against, harass or retaliate on the basis of race, color, creed, religion, age, sex (as defined in state and federal law), sexual orientation, national origin, ancestry, disability, pregnancy, marital or parental status, genetic information, arrest record, conviction record, military service, veteran status, use or nonuse of lawful products off the employer's premises during non-working hours, political affiliation, declining to attend a meeting or participate in any communication about religious matters or political matters, honesty testing, or any other category protected by law.

As an equal employment opportunity and affirmative action employer, UW-Stout welcomes applications from individuals from diverse groups; veterans, individuals with disabilities and from historically excluded populations. At UW-Stout we value our differences and welcome diverse perspectives as we continually commit to developing an inclusive and equitable environment for all employees and students.

Employment is contingent upon the final candidate's completing a criminal background check and being cleared to work by the Human Resources Office. Employment is also contingent upon the final candidate passing reference checks and an essential job function test, as applicable. The reference check process includes asking the final candidate and most recent supervisor(s) questions regarding sexual violence and sexual harassment. Final candidates with previous employment within the Universities of Wisconsin and State of WI agencies will be subject to additional reference checks.

Official transcripts required at time of hire.

Must be authorized to work in the United States. Sponsorship is not available for this position. A successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment and maintain work authorization throughout the employment term. If you have questions regarding this, please contact our Human Resources office, Phone: 715.232.2149.

In response to a public records request, the Universities of Wisconsin will not reveal the identities of applicants who request confidentiality in their online application, except that the identity of the successful final candidate will be released. See Wis. Stat. sec. 19.36(7).

UW-Stout is committed to providing safety and security of all members of our community in accordance with the Clery Act. For campus safety information and crime statistics visit: https://www.uwstout.edu/life-stout/police-and-parking/clery-information

INSTITUTIONAL OVERVIEW

University of Wisconsin-Stout, Wisconsin's only Polytechnic University, offers an unmatched career-focused education that combines applied learning, theory and research with real-world experience that prepares tomorrow's leaders to drive the future of business and industry. At UW-Stout, our students think and do from day one, and we are proud to produce lifelong learners, ethical leaders and responsible citizens who succeed in a global society.

UW-Stout is recognized nationwide for its operational excellence. We were the first and remain the only full four-year public higher education institution in the nation to receive the Malcolm Baldrige Award, and we are dedicated to a process-improvement model that leverages the power of data and the value of our people. We believe in critical thinking and fact-informed decision making. We pursue sustainability in form and function and collaborate across campus and with our partners to solve problems in industry and society. And providing an equitable, diverse and inclusive environment for our faculty, staff and students to live, learn and work is a top priority.

We offer 45+ undergraduate degrees, 20+ graduate degrees and 30+ professional certificates in Art, Design & Graphics; Business & Management; Education; Human & Social Sciences; Information Technology & Communications; and Science, Engineering & Math. Our first-class digital infrastructure and learning environments provide our nearly 7,000 students with every avenue to explore and personalize their success. And we invest in people who share our vision to advance our position as Wisconsin's only Polytechnic University and as a regional, national and international leader in higher education.

Be a part of the future at UW-Stout. Learn more at https://www.uwstout.edu/about-us

University of Wisconsin-Stout is located in Menomonie, Wisconsin, a community an hour east of Minneapolis-St. Paul. A pillar of Wisconsin's Chippewa Valley and recognized as one of the best small towns in America, Menomonie provides an idyllic combination of natural beauty, outdoor recreation, boutiques and arts and culture with access to a metropolitan area. For more information about the UW-Stout community and region visit: https://www.uwstout.edu/about-us/our-community

Job Family: Staff