Administrative Assistant II

Administrative Assistant II
Job no: 500982
Work type: Full-time
Location: Oshkosh Campus
Categories: University Staff
Official Title: Administrative Assistant II
Business Title: TRIO Student Support Services (SSS) and SSS STEM Program Assistant
Employment Class: University Staff
FTE: 1.0
Compensation: $16.00 - $17.50 per hour
FLSA Status: Non-Exempt
Terms of Employment: Continuous
Position Summary:
Program Assistant will provide administrative support to the director and advisors of both the traditional TRIO Student Support Services (SSS) program and the Student Support Services STEM (SSS STEM) program. As one of the first points of contact with the program and the Division of Academic Support of Inclusive Excellence, the Assistant must possess excellent communication skills and contribute to creating an inclusive and welcoming environment. Specific job responsibilities include budget and office management, program communication, data and record management, TRIO SSS website and social media management, and the support and implementation of program planning and activities.

The position reports directly to the SSS and SSS STEM director. The two UW Oshkosh SSS programs serve 420 first-generation, limited-income students annually. SSS and SSS STEM are TRIO programs funded through grants with the U.S. Department of Education.

During the academic year and summer months, evening hours and occasional weekend hours may be required to meet recruitment and retention initiatives of the TRIO SSS STEM program.

UW Oshkosh provides a competitive benefits package for all benefit-eligible positions. Click here for more details.

Responsibilities
Reporting to the director of Student Support Services (SSS) and Student Support Services STEM (SSS STEM), this position provides support to the SSS and SSS STEM Director, the Learning Group Coordinator, and program staff. The primary responsibilities of the position include administrative support, budget and office management, oversight of the programs’ communication and social media, data and record management, and activity and event planning and implementation. Daily contact occurs with students and university services staff, academic staff, faculty, and administrators. The person in this position must be self-motivated and an independent worker while being a collaborative integral member of the SSS and SSS STEM team.

SSS students are first-generation college (parents have not earned a baccalaureate degree) students and/or students whose family income meets federally established guidelines. The goal of SSS is to increase the college persistence, academic success, and graduation rates of the students it serves. UW Oshkosh has two SSS programs; a traditional SSS program and a SSS STEM program. SSS is one of the U.S. Department of Education funded TRIO programs. Responsibilities include the following but not limited to:

25% Administrative Support for the SSS and SSS STEM Director, Learning Group Coordinator, Academic Advisors, and Academic Coaches

Schedule student appointments for SSS and SSS STEM Academic Advisors and Academic Coaches using an electronic calendaring system.
Screen incoming phone calls and walk-in traffic. Refer to other campus departments when appropriate.
Provide information regarding academic programs and university policies and procedures to SSS and SSS STEM students when appropriate.
Respond to inquiries through the SSS/SSS STEM program email account.
Maintain and upkeep the SSS/SSS STEM listserv, the SSS website, the SSS program application process, and the management of the SSS and SSS STEM Canvas course content.
Learn software updates and new programs as needed. Provide instruction and support to the SSS and SSS STEM staff and student workers.
Participate in SSS/SSS STEM and divisional staff meetings and professional development provided by the division as needed.  Responsible for notetaking and summarizing the SSS/SSS STEM weekly staff meetings and other collaborative campus partner meetings as needed.
25% Budget and Office Management

Reconcile the SSS and SSS STEM budgets monthly using UW Oshkosh’s financial management WISER program. Collaborate with the SSS/SSS STEM director to assure budgets are being spent in accordance with the approved SSS and SSS STEM budgets.
Monitor and verify the SSS/SSS STEM purchasing card usage. Assure proper documentation is obtained for each purchase.
Prepare and process financial forms accurately and in a timely manner. Forms include purchase orders, meal requisitions, direct payment requests, transaction transfer requests, etc.
Support the Director and Learning Group Coordinator in the student employment process in hiring student workers to support the program and/or the hiring of Learning Group Leaders. Assist in the onboarding process of student workers being hired as well as gathering hiring documentation needed to be employed.
Maintain inventory of SSS and SSS STEM equipment and office supplies. Place orders adhering to the university policies and procedures.
Maintain and support Advisors with the management of the academic calendar in identifying important dates and deadlines, payment due dates, enrollment campaigns, etc.
Maintain a welcoming and friendly reception environment.
25% Program Communication/Social Media

Create flyers and/or a monthly e-newsletter to promote and or provide important program information and campus resources/events for SSS and SSS STEM students during the academic year and as requested during the summer months.
Determine social media platforms (Facebook, Instagram, TikTok, etc.) to employ, develop a social media plan for the SSS and SSS STEM programs, and oversee the implementation of the plan. Recommend additional media to be used as technology evolves.
Maintain and update the SSS/SSS STEM website on a regular basis. Develop new students, staff, and alumni spotlights to post on the website.
Assist Director, Learning Group Coordinator, and Advisors with the instruction and supervision of the SSS/SSS STEM Communications Intern and Summer Student Assistants.
15% Data and Record Management

Assess student records to determine eligibility for the SSS and SSS STEM programs. Collaborate with other campus departments to obtain lists of potentially eligible students.
Responsible for the collection of information and maintenance of student files in accordance with the SSS and SSS STEM grant requirements. Inform SSS and SSS STEM director and advisors of missing documentation and oversee the collection of said information.
Request program rosters from the Registrar’s Office. Review information and make necessary changes in PeopleSoft to help with data collection and management for reporting purposes.
Coordinate and collaborate with the SSS and SSS Director, Learning Group Coordinator, and Advisors in analyzing program reports and rosters to determine if the SSS and SSS STEM programs are meeting their identified objectives.
Maintain and import student information from PeopleSoft and Navigate to program trackers and rosters for recruitment, persistence, and retention efforts of meeting the grant programs’ objectives.
Assist with data entry, data collection, and support Director in gathering student information requested on the Annual Performance Report that is submitted to the Department of Education yearly.
Design, revise, and maintain electronic and hard-copy forms in collaboration with program
10% Activity and Event Planning and Implementation

Assist with the planning, implementation, and evaluation of SSS and SSS STEM outreach and recruitment activities (TTO), workshops, and events. Activities, workshops, fieldtrips, and events can range from career exploration trips, Learning Group activities and trips, community service activities, graduate school workshops, TRIO Semester End Celebration, Learning Group and TRIO SSS and SSS STEM program activities, etc.
Prepare UW Oshkosh requisitions to reserve facilities and procure necessary supplies and equipment. Assist student leaders in developing appropriate documentation for expenditures.
Qualifications
Required:
Demonstrated strong attention to details.
Demonstrated proficiency with Microsoft Office Suite (i.e., Word, Excel, PowerPoint, etc.).
Professional experience multi-tasking and keeping diverse projects moving forward in a timely fashion.
Demonstrated effective written, oral, and strong communication skills.
Professional experience functioning independently as well as collaboratively in a team atmosphere.
Demonstrated sensitivity to the needs and characteristics of a diverse population of students.
Demonstrated experience anticipating, identifying, and adopting change.
Demonstrated experience in performing job responsibilities with multiple interruptions occurring during the day.
Experience with creating e-newsletter and/or social media content for platforms such as Facebook, Instagram, TikTok, etc.
Experience with WISER, PeopleSoft, Student Success Collaborative, Perceptive Content, Human Resource System (HRS), Canvas, etc.
H.S. Diploma or equivalent
Demonstrated commitment to diversity, equity, and inclusion
Preferred:
Knowledge of UW Oshkosh policies and procedures.
Knowledge of or experience with TRIO programs, preferably with Student Support Services.
Experience supporting the needs of first-generation, income eligible college students