WORKING TITLE: Campus & Executive Officer Assistant
UW SYSTEM OFFICIAL TITLE: University Services Program Associate
POSTING DATE: October 10, 2018
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.
- Two years of related experience
- Experience performing financial/accounting functions, such as budgeting and cost/benefit analysis
- 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.
The University of Wisconsin-Green Bay is a comprehensive public institution offering undergraduate, graduate, and doctoral programs to nearly 8,000 students, with campus locations in Green Bay, Marinette, Manitowoc, and Sheboygan. Established in 1965 on the border of Green Bay, the University and its campuses are centers of cultural enrichment, innovation, and learning. The Green Bay campus is home to one of the Midwest's most prolific performing arts centers, a nationally recognized 4,000-seat student recreation center, an award-winning nine-hole golf course, and a five-mile recreational trail and arboretum, which is free and open to the public. This four-campus University transforms lives and communities through student-focused teaching and research, innovative learning opportunities, powerful connections, and a problem-solving approach to education. UW-Green Bay's main campus is centrally located, close to both the Door County resort area and the dynamic economies of Northeast Wisconsin, the Fox Valley region, and the I-43 corridor. UW-Green Bay offers in-demand programs in science, engineering, and technology; business; health, education, and social welfare; and arts, humanities, and social sciences.
For more information regarding the University of Wisconsin-Green Bay and the surrounding area, see our Campus and Community website. For Campus Safety information, see our Office of Public Safety website and our Annual Security Report . This report includes statistics about reported crimes, as well as information about crime prevention and campus security policies and procedures. Please contact the Office of Human Resources at (920) 465-2390 if you would like a paper copy.
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.
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 that 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.
TO ENSURE CONSIDERATION:
Please submit application materials by Friday, October 26, 2018.
Hourly salary range of $16.00 - $18.00.
This position is not exempt from the overtime provisions of the Fair Labor Standards Act (FLSA).
The UW System provides an excellent benefits package, including participation in the Wisconsin State Retirement System.
Total Compensation Estimator: https://www.wisconsin.edu/ohrwd/benefits/totalcomp/
HOW TO APPLY:
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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 specifically addressing qualifications for the essential job functions
- Names and contact information for three references
If you have any questions, need accommodations, or submitted your application with missing materials, call or email:
Phone: (920) 465-2390