Administrative Assistant III Job Oshkosh area,Wisconsin USA,Administrative/Clerical

Position Title

Administrative Assistant III

Job Category

University Staff

Employment Type

Regular

Job Profile

Administrative Assistant III

Job Duties

Provides general administrative support, exercising discretion, to the administrator of a department or division of the institution or to the administrator of multiple institution programs, services, and activities. This position supports the Associate Vice Chancellor (AVC) of Faculty & Academic Affairs.

Examples of responsibilities and expectations within providing administrative support to the Associate Vice Chancellor of Faculty & Academic Affairs and Associate Vice Chancellor of Curricular Affairs and Student Achievement are as follows:

Provides general administrative support to the AVCs with responsibilities including but not limited to:

Schedule appointments and meetings, assist with travel arrangements
Create files for letters, memos, and reports using Microsoft Word and Excel
Greet and assist visitors when they arrive in the office

Schedules logistics and secures resources for meetings, conferences, travel and operations. Coordinate event planning specifically for New Faculty Orientation, Titan Leadership Academy, Academic Open House events, professional development workshops, and other conferences and events.

Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures, maintaining confidentiality.

Keep track of all administrative deadlines to ensure submissions are completed on time and sent to the appropriate offices.

Prepares and audits complex records, edits documents, and reviews work done by others, including UW System reports.

Assist coordinating Higher Learning Commission (HLC) visit preparations and submission of reports. Completes and tracks payment requisitions.

Provide logistical support for events for CETL and attend Advisory Board meetings.

Supports meeting arrangements and may take minutes.

Additional Responsibilities within the Office of the Provost and Vice Chancellor

Serves as first point of contact for individuals and groups entering the Office of the Provost & Vice Chancellor, providing basic organizational information via phone, in person, and through other communication mediums, and routes more complex inquiries to the appropriate entities.

Coordinates student employment process for academic colleges. Facilitates proposal and approval process and tracks funding.

Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations.

Provides backup for all support staff, ensuring a friendly and cohesive team approach.

Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums.

Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision.

Maintains electronic and physical records following established policies and procedures.

Maintains confidentiality, acts with discretion, and provides outstanding customer service to visitors.

Assists with special projects as requested by UBO and Executive Assistant II.

Distributes mail to staff members within the Office of the Provost and Vice Chancellor.

Assists with maintenance of the website for the Office of the Provost and Vice Chancellor.

Key

Job Responsibilities

Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums.
Prepares and audits complex records, edits documents, and reviews work done by others.
Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures.
Develops, implements, and maintains methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures.
Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations.

Department

Office of the Provost & Vice Chancellor of Academic Affairs

Compensation

Starting at $20.00/hour commensurate with experience

Required Qualifications

Excellent written and oral communication skills
Strong customer service skills
Proficiency in the use of computers, including, but not limited to, Outlook, MS Word, MS Excel, Adobe Acrobat
Ability to interpret and apply University and System policies and procedures
Ability to maintain confidentiality and work with sensitive information
Proofreading skills, including recognizing discrepancies, problems, and errors
Proven ability to work independently and in a team environment
Demonstrated commitment to diversity, equity, and inclusion
Experience with event planning

Preferred Qualifications

Previous work experience in a college or university setting
Experience with University systems, policies, and processes
High level of problem solving and decision making
High level…