Administrative Assistant III

3 months ago

Menomonie, United States University of Wisconsin - Stout Full time
or

Administrative Assistant III

Employer Location Menomonie, WI Start date Aug , 4 Closing date Sep , 4

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Job Details

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 , 4 are ensured full consideration. Applications submitted after July th 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:

Required application materials :
Cover letter (* See below) Curriculum vitae or resume 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

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