Administrative Assistant III

Administrative Assistant III

Provides general administrative support, while 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 of Faculty & Academic Affairs and the Associate Vice Chancellor of Curricular Affairs and Student Achievement, as well as general administrative support to the Office of the Provost & Vice Chancellor of Academic Affairs, reporting to AVC Josh Garrison.

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

• Provides general Administrative Support to the AVC of Faculty and Academic Affairs as well as the AVC of Curricular Affairs and Student Achievement with responsibilities including but not limited to:
• Schedule appointments and meetings, assist with travel arrangements
• Create files for letters, memos, and reports as requested 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 make sure submissions are completed on time and sent to the appropriate offices.
• Prepares and audits complex records, edits documents, and reviews work done by others, both internal and external documents, such as 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.

Examples of responsibilities and expectations within providing administrative support for the Office of the Provost and Vice Chancellor are as follow:

• Serves as first point of contact for individuals and groups entering the Office of the Provost & Vice Chancellor, provides 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
• Schedule logistics and secures resources for meetings, conferences, travel, and work unit operations
• Provide back up for all support staff, ensuring 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.
• Maintain confidentiality, act with discretion, and provide outstanding customer service to visitors
• Assist with special projects as requested by UBO and Executive Assistant II
• Distribute mail to staff members within the Office of the Provost and Vice Chancellor
• Assist with Maintenance of the website for the Office of the Provost and Vice Chancellor

Department:
Office of the Provost & Vice Chancellor of Academic Affairs

Compensation:
Starting at $20.00/hour commensurate with experience

• Excellent written and oral communication skills
• Strong customer service skills
• Proficiency in the use of computers, including, but not limited to the following software applications:
  Electronic calendar and email systems, such as 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

• 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 of critical thinking skills
• Ability to maintain multiple tasks and effectively organize work to meet many tight deadlines
• Ability to learn new or changed processes or applications quickly
• Ability to analyze problems objectively, to make effective recommendations and to assist with the implementation of solutions to these…