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Career Opportunities

Administrative Support

Administrative Assistant II

The University of Wisconsin System is engaged in a Title and Total Compensation (TTC) project to redesign job titles and compensation structures. As a result of the TTC project, official job titles on current job postings may change in 2021. Job duties and responsibilities will remain the same. For more information please visit: https://www.wisconsin.edu/ohrwd/title-and-total-compensation-study/

Posting Date

10/12/2021 12:00:00 AM

Position Information

Title:  Administrative Assistant II 

Essential Job Functions

Under general direction of the Department Chairs for Human Biology (HUB), Natural and Applied Sciences (NAS), and the Resch School of Engineering (RSoE), this position is responsible for primary administrative and office support for these units. This position is responsible for managing the office functions for the three CSET units. Other responsibilities include maintaining the vehicle fleet and overseeing its use (including the reservations system), administering paperwork for student hires and some faculty and staff purchases, and providing backup budgetary support for these academic units as needed.

This position includes the following responsibilities:

  • Primary administrative support for all faculty, staff and department chairs in Human Biology and Natural & Applied Sciences.
  • Establish policies and procedures to ensure effective coordination of workflow.
  • Oversee and coordinate communications with internal and external customers.
  • Serve as the contact person for administrators seeking information and assistance.  Set priorities for responding to such requests.
  • Serve as departmental contact person for updating and maintaining unit web pages.
  • Organize, plan, and arrange a variety of professional meetings, conferences, seminars, etc.
  • Coordinate recruitment and hiring efforts.
  • Assist faculty and staff with classroom copying and duplicating requests. Prepare lab manuals and study guides for sale at Bookstore. Assemble exams as requested.
  • Assist faculty and staff with preparation of materials for conferences, seminars, etc.
  • Process faculty services requests for Media Resources, Facilities Management, or IT.
  • Schedule department field trips transportation needs (fleet vehicles or outside company).
  • Assist faculty and staff in HUB and NAS with hiring paperwork for student employees, including the completion of all necessary HR and payroll forms.
  • Records Management – retention schedule, destruction of FERPA protected/confidential documents, Repository additions.
  • Serve as the office manager; coordinate and prioritize the workload for an academic area of faculty, staff, adjunct instructors, student workers and graduate assistants; develop, revise, and implement internal office operating procedures to ensure maximum office efficiency.
  • Maintain and update HUB, NAS, and Dietetic Internship websites.
  • Act as resource person for all questions faculty and staff may have related to departmental functions.
  • Maintain a complete file of all active and inactive courses (new course or major curricular changes, minor curricular changes or course deletions; Forms X); update files with approved changes.
  • Assist faculty and staff with Travel Authorizations or Travel Expense Reports.

Qualifications

MINIMUM QUALIFICATIONS:
  • Associate's degree at time of application or 3 years of related experience

PREFERRED QUALIFICATIONS:
  • Computer proficiency with the ability to use specialized software packages, database, spreadsheet and word processing, specifically Word, Excel, Access, and Survey
  • Ability to manage multiple budgets and manage accounts payable and receivable
  • Office management skills
  • Understanding of University terminology and protocol


The successful candidate will be expected to work inclusively and respectfully within a diverse campus community and practice civility in the workplace.  The University welcomes applicants who are dedicated to the appreciation and promotion of inclusivity and equity as crucial components in the pursuit of organizational excellence.

In addition, the successful candidate will have strong oral, written, interpersonal, and organizational skills, demonstrated integrity and strong leadership, and the willingness to work independently and as part of a collaborative team. The University invites applicants who are dedicated to enriching the quality of life for students and the community by embracing the educational value of diversity, promoting environmental sustainability, encouraging engaged citizenship, and serving as an intellectual, cultural, and economic resource.

Conditions Of Appointment

Position is a full-time University Staff appointment.  The work hours for this position will be 7:45 a.m. – 4:30 p.m., Monday through Friday. 

A criminal conviction investigation will be conducted on the finalist(s).  A six-month probationary period is required for this position. In compliance with the Wisconsin Fair Employment Act, the University does not discriminate on the basis of arrest or conviction record.

All final candidates must be asked, prior to hire, whether they have been found to have engaged in, are currently under investigation for, or left employment during an active investigation in which they were accused of sexual violence or sexual harassment. When obtaining employment reference checks, these same sexual violence or sexual harassment questions must also be asked.

The University of Wisconsin-Green Bay does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources.

Salary

Hourly salary range of $15.92 - $17.00.

This position is not exempt from the overtime provisions of the Fair Labor Standards Act (FLSA).

BENEFIT DETAILS
The UW System provides an excellent benefits package, including participation in the Wisconsin State Retirement System.

To Apply

STEP 1: Please select the applicable link below:

External Applicants: (NOT currently employed by the University of Wisconsin System)
Internal Applicants: (Currently employed by the University of Wisconsin System)

STEP 2: From "Search Jobs" screen,
  • Click "View All Jobs"
  • Select "Administrative Assistant II"
    • You must login before you can apply. Input your "User Name" and "Password" and select "Sign In."
    • If you have not yet registered, click "Register Now" to begin the registration process.

STEP 3: Submit application materials:

Please be sure to complete all required fields, and include all required documents before submitting your application. Once submitted, you will not be able to edit or attach any application materials. Files must be complete to be considered. Please include the following documents:

  • Cover letter that specifically addresses qualifications for the essential job functions
  • Resume
  • Names and contact information for three references
 

You must select "Submit" to forward your application materials to the search committee.

If you have any questions, need accommodations, or submitted your application with missing materials, call or email:

Human Resources
Phone: (920) 465-2390
Email:  jobs@uwgb.edu

Application Deadline

To ensure consideration, please submit application materials by Sunday, October 31, 2021.

Note: The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis.Stat. sec. 19.36(7).

For more information regarding the University of Wisconsin-Green Bay and the surrounding area, see our Campus and Community section. For Campus Safety information see our University Police website and our Annual Security Report (for a paper copy please contact the Office of Human Resources at (920) 465-2390). This report includes statistics about reported crimes, as well as information about crime prevention and campus security policies and procedures.

The University of Wisconsin-Green Bay is an Affirmative Action Equal Employment Opportunity employer committed to achieving a diverse workforce and to maintaining a community which welcomes and values a climate supporting equal opportunity and difference among its members. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender and/or gender identity or expression, marital or parental status, genetic information, national origin, ethnicity, citizenship status, veteran or military status (including disabled veteran, recently separated veteran, other protected veteran, or Armed Forces service medal veteran status), age, or disability.