Career Opportunities

Administrative Support

Campus and Executive Officer Assistant (Manitowoc Campus)


Posting Date

4/18/2019 12:00:00 AM

Position Information

Working Title:  Campus and Executive Officer Assistant
UW System Title:  University Services Program Associate (USPA)

Essential Job Functions

This position reports to the Campus Executive Officer and is responsible for guest support, reception and academic, primary administrative and budget support for the Campus Executive Officer at the University of Wisconsin – Green Bay, Manitowoc Campus.  This position functions under minimal supervision, must be self-motivated, and must exercise significant independent decision-making.  Skillful management of multiple priorities simultaneously is critical and the ability to prioritize and work under tight deadline situations is essential.  The position has a broad range of duties, including leadership support, office management, events management, and serves as the campus point of contact for various Human Resources and Business Services functions.  The person in this position must demonstrate exceptional customer service, logic and the ability to foster an environment that is respectful and collegial.

This position includes the following responsibilities:

  • Provide directional support to Campus Executive Officer by managing schedule, including travel arrangements, and correspondence.
  • Schedule and coordinate Chancellor’s office visits to campus.
  • Manage campus online communication including email distribution lists and SharePoint site.
  • Act as point of contact and maintain updated lists for legislators, legislative aids, local officials, community businesses, service organizations and education leaders.
  • Manage the operating budget and finances of the campus throughout the fiscal year, ensuring the campus can achieve operational and strategic goals and initiatives.
  • Assure compliance with Federal, State, UW System and UWGB policies and procedures affecting financial management of funds.
  • Manage the petty cash, agency fund, and all cash handling duties including reconciliation of the deposits.
  • Assist the CEO in management analysis and planning for budget changes and on-going projects.
  • Identify and analyze strategic opportunities for cost reduction and revenue enhancement based on the campus goals and knowledge of operating performance.
  • Coordinate with CEO and Curriculum Committee on Staffing Plan and campus staffing budgets.
  • Manage fleet vehicle reservations, check-in/check-out system, key availability and return.
  • Office administration including managing and maintaining office supplies and equipment.
  • Administer and support basic campus communication needs.
  • Serve as primary contact for facility space including assigning classrooms, coordinating and maintaining events calendar.
  • Serve as primary contact for Human Resources including assisting with recruitments, new employee onboarding, and separation.

Qualifications

MINIMUM QUALIFICATIONS:

  • Associate's degree at time of application
  • 2 years of related experience


PREFERRED QUALIFICATIONS:

  • Bachelor's degree at time of application
  • Understanding of UW System and higher education administrative practices
  • Understanding of UW System accounting principles

The successful candidate will have exceptional oral, written, interpersonal, organizational, time-management, computer, proofreading, and customer service skills; the ability to communicate with diverse constituents; the ability to delegate and prioritize work; and the willingness to work independently, as well as part of a collaborative team. This position requires the ability to manage multiple deadlines, projects, and priorities with attention to detail and exceptional accuracy; show excellent judgment, including sensitivity to personal and confidential information; and demonstrate flexibility and the ability to adapt to ongoing change. Good work habits, such as attendance, punctuality, accountability, thoroughness, and resourcefulness, are essential for this position.

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 $16.00 - 17.85.

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 "Job Search" screen,

  • Click "View All Jobs"
  • Select "Campus and Executive Officer Assistant (Manitowoc Campus)"
    • 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 Monday, May 13, 2019.

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 Office of Public Safety 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.