Administrative Assistant 3

As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world.

UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty.

Position Purpose

This position provides support and assistance for the business and administrative functions of the Department and is often the initial point of contact for visitors to the department and for inquiries from the public.

Specific Duties:

Department Operations

Serves as the building coordinator. Investigate problem reports, clarify issues and submit work requests into FS-Works.

Primary contact with problems or questions for copiers and printers; basic repairs, maintenance requests, ordering supplies, and troubleshooting.

Coordinator for building keys and access issues.

Manage incoming and outgoing mail and department mail room; act as contact for campus mailing services on service changes/updates.

Administrative/Fiscal

Serve as the departmental receptionist. Greet and assist students, staff, faculty, and the public.

Direct phone and in-person inquiries as necessary, providing information or referral as appropriate.

Create processes/instructions/forms for travel, key requests, special events and meetings, seminars, etc.

Process travel reimbursements; Ariba requests; reimbursements. Coordinate petty cash reimbursement approvals and paperwork.

Purchase and reconcile airfare, hotel, and registration for department members and visitors on departmental CTA card.

Maintain and inventory office supplies for administrative staff and the supply rooms in LSB.

Facilitate departmental correspondence. Act as administrator on departmental listservs updating and removing subscribers; approve and send email announcements and/or reminders; update instructions and information as needed.

Assist, coordinate and/or approve room reservations.

Assist with faculty recruitment, candidate seminars, and special events; coordinate grad lunches with visitors.

Work with faculty and graduate students to facilitate their events. Advise on university policies, arrange room reservations, purchase food/supplies, assist in reimbursement.

Create departmental flyers, location signs, directories, spreadsheets, letters and other documents.

Contact for cash handling; manage all cash/check deposits for keys, instruct department members on safe cash handling, and drop off deposits for special projects.

Manage and maintain communal spaces including the administrative office, building break room and meetings rooms.

Update information on the intranet site (policies, procedures, general information), including adding new users and updating directory information.

Personnel Support

Primary coordinator for department chair's calendar; arrange, coordinate and schedule appointments, committee meetings, and other events.

Assist chair, advancement officer, assistant to the chair, and administrator with special projects, events, scheduling, information gathering, and other items as assigned.

Seminar Support

Primary contact for the Department seminar series, providing support to the Seminar Committee.

Main contact for speaker travel arrangements, lodging, scheduling, and reimbursement.

Compile and track information on honorarium requests and travel reimbursements.

Provide UW and Department policies and procedures to travelers.

Create invitation letters, host instructions, seminar flyers and advertisements.

Act as coordinator for faculty and graduate hosts; instructing on departmental procedures and services, providing administrative support, compiling budget information, redirecting requests to appropriate staff.

Assist department members in hosting lunches for speaker; assist seminar host with developing a budget, ordering food, and providing supplies.

Advertise department seminars both to members and outside departments and institutions.

Other related duties and special projects as assigned.

Minimum Requirements:

High school graduation or equivalent and two years of increasingly responsible office experience.

Additional Requirements:

Excellent interpersonal skills.

Excellent written communication skills.

Demonstrated competence with technology (MS Office, email, web searches, etc.).

Flexible, team orientated outlook; ability to work well independently and in coordination with others.

Attention to detail.

Desired: Experience with UW systems.