Administrative Assistant III

Administrative Assistant III

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Job Description

INTRODUCTION:

ADMINISTRATIVE ASSISTANT III - SCHOOL OF EDUCATION

The School of Education (SOE) is recruiting for a full-time Administrative Assistant III to join our collaborative team. The person in this position will manage the general operations of the SOE office and provide administrative support to the SOE Director and Clinical Education Experiences Coordinator. The individual in this position will maintain confidentiality of information and practice pro-active customer service as a representative of the School of Education to students, faculty/staff, external stakeholders, and the general public.

Official UW Title: Administrative Assistant III*link to standard job description

Job Functions and Responsibilities include:

SOE Director and Office Support (40%)

• Provide assistance to the SOE Director in preparation of all written and electronic documentation including correspondence, letters, memos, forms, reports, newsletters and any required documentation.

• Maintain the calendar and appointments for the SOE Director and provide appropriate supporting materials for the appointments and meetings.

• Use professional communication skills to initiate/answer e-mails and phone calls to obtain/provide information for SOE Director, Clinical Placement Coordinator, students, cooperating teachers, university supervisors, school administrators, and other stakeholders.

• Provide administrative support to other SOE staff and SOE Council.

• Manage student workers in the SOE office (coordinate schedules, delegate duties, approve hours in payroll system)

• Manage office supplies, technologies, computer and key inventories.

• Coordinate timely handling of requests for room reservations, work orders, or other building-related items for Heritage Hall.

• Provide logistical and administrative support for School events (e.g., Teach Day)

• Participate in training sessions for budget, travel, personnel, software systems, and student records.

• Perform other various duties as assigned by the SOE Director.

SOE Clinical Education Experiences Support (40%)

• Support faculty and Instructional Academic Staff with travel requests and reimbursement.

• Assist students with completion and collection of forms.

• Provide assistance to the Clinical Education Experiences Coordinator in scheduling student teacher seminars.

• Provide assistance to the Clinical Education Experiences Coordinator in preparation of emails and other communications, including placement information for undergraduate student teachers, graduate practicum and intern candidates and all school-based supervisors.

• Generate and maintainappropriate forms, paperwork, and distribution lists for undergraduate and graduate clinical placements.

• Scan and link all Benchmark II documents into student's permanent files.

• Monitor background checks for student teachers each semester.

• Collect Benchmark III materials for tracking and scan to students' permanent files.

Administrative Support to University Supervisors (15%)

• Gather university supervisor assignments from Dept. Chairs and/or program directors for each undergraduate and graduate program per term.

• Provide support to program directors and university supervisors for student field/clinical experiences.

• Support university supervisors with travel requests (travel authorizations and addendums) and reimbursement.

Administrative support for America Reads/Counts Tutoring Program (5%)

• Prepare forms and processes for hiring work-study students for the America Reads/ Counts Tutoring Program.

• Monitor status of background checks for America Reads/Counts tutors.

• Enter and approve hours in HR system for student tutors and monitor their work-study balances.

• Create and maintain

America Reads/Counts tutor distribution lists.

Qualifications

Minimum

• Two-year Associate Degree or higher and two years or more of work experience.

• Excellent computer skills and proficiency in word processing and spreadsheets.

• Excellent communication skills (both verbal and written).

• Excellent attention to detail, proofreading, and editing skills.

• Excellent organizational and prioritization skills.

• Excellent interpersonal and customer service skills.

• Ability to work independently and collaboratively as part of a team environment.

• Excellent judgment including sensitivity to personal and confidential information.

Preferred

• Two years or more experience working in a higher education setting.

• Related work experience.

• Experience with database systems (e.g., Access Stout,UWBI), survey tools (e.g., Qualtrics) and other related software to query and provide data for stakeholders.

• Demonstrated commitment to the core value of inclusion.

Dispositions

• Model behavior consistent with the School of Education's dispositions (e.g., attendance, punctuality, accountability, thoroughness, resourcefulness).

• Participate as a team member with other Teaching, Learning Leadership (TLL) and SOE personnel.

• Interact positively with both internaland external customers projecting a positive, supportive and professional atmosphere.

PHYSICAL DEMANDS

While performing the dutiesof this position, the employee must have a) the mobility to work in a standard office setting and to use standard office equipment, b) hearing and speech to converse in person and over the telephone and c) vision toread printed materials and a computer screen. Accommodation may be made for some of these physicaldemands for otherwise qualified individuals who require and request such accommodation.

APPLICATION INSTRUCTIONS

Applications received by end of day, 6/18/2024 are ensured full consideration. Applications submitted after 6/18 may be reviewed at the discretion of the search committee.

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

Required application materials:

• Cover letter (* See below)

• Resume

• Names and contact information for a minimum of three (3) professional references

• 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: Lindsay Barnhart

Email: barnhartl@uwstout.edu

Phone: 715-232-5511

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

SearchCoordinator: Heather Knutson

Email: knutsonh@uwstout.edu

Phone: 715-232-5194

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 .

ADDITIONAL INFORMATION

The typical work schedule for this position is 8:00 a.m. to 4:30 p.m., Monday through Friday.

Minimum starting salary of $18.50, commensurate with qualifications, experience and available budget. UW System 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)

All qualified candidates meeting application requirements will receive consideration for employment and will not be discriminated against. 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. UW-Stout provides equal opportunity to all persons and is committed to inclusive excellence. 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 UW System 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 University of Wisconsin System 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

Job Family: Staff

Application Instructions

Please click on the link below to apply for this position. A new window will open and direct you to apply at our corporate careers page. We look forward to hearing from you!