Career Opportunities

Administrative Support

Campus & Executive Officer Assistant - Marinette Campus


Posting Date

10/10/2018 12:00:00 AM

Position Information

Working Title:  Campus & Executive Officer Assistant
UW System Title:  University Services Program Associate

Essential Job Functions

This position reports to the Campus Executive Officer (CEO) at the University of Wisconsin-Green Bay Marinette Campus and is responsible for guest support, reception, and academic administrative and budget support.  This position has a broad range of duties, including leadership support, office management, and events management and serves as the campus point of contact for various Human Resources and business services functions.

This position includes the following responsibilities:

  • Provide administrative and clerical support to the CEO.

  • Schedule meetings and office visits, handle travel arrangements and reimbursements, make reservations, and prepare agendas.

  • Manage contacts, prepare correspondence, and assist with presentation materials.

  • Manage campus SharePoint and additional websites, maintain campus distribution and committee lists, distribute student surveys, and serve as backup leave approver.

  • Serve as a point of contact for legislative contacts, local officials, community business, service organizations, and education leaders, which includes managing their contact information.

  • Serve as a conduit between Marinette and main campus by performing business, financial, and/or related transactions/support.

  • Process cash and checks, reconcile deposits/accounts, make bank deposits, handle NSF checks, manage petty cash, and cut checks.

  • Manage campus operating budget and finances, ensure compliance with federal, state, UW System, and UW-Green Bay policies, and verify chargeback documentation.

  • Handle vouchers, invoices, and purchase orders, which includes auditing monthly bills.

  • Manage fleet vehicles, and post auction surplus items.

  • Assist CEO with management analysis, budget planning/monitoring, ongoing projects, and identifying strategic opportunities for cost reduction and revenue enhancement.

  • Serve as lead for campus NewsTeam; create press releases, posters, and advertisements; and support other basic campus communication needs.

  • Maintain general office equipment, including the phone system, verify asset/capital equipment and inventory, and manage office supplies.

  • Assign classrooms, serve as primary contact for facility space, coordinate/maintain events calendar, including room setup, staffing, food service, and technology needs, and ensure details are communicated and in place.

  • Assist with recruitment, onboarding, criminal background checks, new hire paperwork, preparing work spaces, and requesting supplies for new employees.

  • Maintain Human Resources bulletin boards and conduct new employee orientations.

  • Assist with termination/separation process by collecting items and communicating to involved parties.

  • Plan and coordinate campus retirement gatherings and other special events.

Qualifications

MINIMUM QUALIFICATIONS:

  • Two years of related experience
  • Experience performing financial/accounting functions, such as budgeting and cost/benefit analysis


PREFERRED QUALIFICATIONS:

  • Associates Degree
  • Experience working in higher education

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; 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. 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 - $18.00.

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 "Job Search" screen,

  • Click in "Keywords" box.
  • Enter Job Opening ID "14839"
  • Click "Search."
  • Select "Campus & Executive Officer Assistant - Marinette Campus"
  • Click "Apply."
    • You must login before you can apply. Input your "User Name" and "Password" and select "Login."
    • 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 Application." Selecting "Save as Draft " or "Exit" will not 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 Friday, October 26, 2018.

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.