Job Description

INTRODUCTION:

The Department of Institutional Research, Assessment and Planning (IRAP) at the University of Wisconsin-Whitewater seeks an Administrative Assistant (Administrative Assistant III, AD003).

This position is 12-month, part-time (66% FTE / 26.4 hours per week) and is benefits eligible.

The daily working hours for this position are flexible, as long as they are between 7:45 AM - 4:30 PM, Monday-Friday.

JOB DUTIES:

The selected candidate will provide general administrative support, which exercising discretion, to the administrator of a department or division to the institution, or to the administrator of multiple institution programs, services, and activities. Specifically, this position supports the work of assessment, accreditation, and analytics staff.

QUALIFICATIONS:

Minimum Qualifications:

• An associate's degree with at least one year of experience in administrative support OR a high school diploma with at least two years of experience in administrative support

Preferred Qualifications:

• Customer service orientation, ability to provide helpful and courteous service to various stakeholders
• Strong communication skills, both written and oral
• Ability to take direction and incorporate feedback effectively to support the success of our team
• Technological proficiency, familiarity with Microsoft Office suite, and some experience with reporting software
• Attention to detail, experience managing multiple projects with accuracy and thoroughness
• Discretion and confidentiality, maintaining confidentiality is essential to this position

Knowledge, Skills and Abilities:

• Willingness and ability to actively follow applicable safety rules and regulations, including necessary training and drills
• Ability to interact respectfully with people from diverse socioeconomic, cultural, and ethnic backgrounds

RESPONSIBILITIES:

Typical Responsibilities:

• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• Serves as a primary point of contact for individuals and groups, greeting arrivals and provides organizational information via phone, in person and through other communication mediums
• Prepares and audits complex reports, edits documents and reviews work done by others
• Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures
• Develops, implements, and maintains methods and organizational systems fixed toward the maintenance of electronic/physical records related to work operations according to established policies and procedures

Department Specific Responsibilities:

• Tracks, stocks, orders, and inventories office supplies to ensure adequate materials are available for workplace operation
• Serves as first point of contact for individuals and groups providing basic organizational information via phone, in person, and through other communication mediums, routing more complex inquiries to the appropriate entities
• Validation/editing of reports, documentation, and dashboards (no data access required)
• Manage office purchasing
• Manage travel authorizations and expense reports
• Coordinate data request process
• Website editing and maintenance of site (e.g., checking and fixing broken links, reviewing content, suggesting improvements)

CAMPUS INFORMATION:

UW-Whitewater is a thriving public university located in southeastern Wisconsin. It leads the way in providing world-class, affordable higher education programs to more students than neighboring regional comprehensives in the University of Wisconsin System. A collaborative team of 1,300 faculty and staff are devoted to the success of the university's 11,500 students at its main and Rock County campuses. The team provides high-impact practices and academic programs - online and in person - from associate to doctoral levels. Recognized nationally for affordability, inclusion, and career development, UWW serves approximately one-third first-generation students and boasts strength in many areas, especially business and education. The campus and community embrace the Warhawk Family spirit, supporting the university's arts and nationally recognized NCAA Division-III level championship athletics. As a proud institution of access, more than 10 percent of undergraduate students use the acclaimed Center for Students with Disabilities - a priority mission since the 1970s.

UW-Whitewater's campuses are located centrally near Milwaukee, Madison, and Chicago, offering easy access to the cultural and commercial opportunities of major metropolitan areas. Near both Lake Geneva and the Wisconsin Dells, the area attracts numerous visitors from across the country. Whitewater is a vibrant college community near the Kettle Moraine State Forest offering area residents seasonal outdoor enjoyment. The nearby Rock County campus is located in Janesville, a town of 60,000 located on the Rock River and known as Wisconsin's Park Place.

Belonging and mattering are central to the university's culture, and UW-Whitewater strives to maintain an environment where individual and collective efforts are valued and celebrated. The University of Wisconsin-Whitewater is an Equal Opportunity and Affirmative Action Employer, and actively seeks and encourages applications from women, people of color, persons with disabilities, and veterans.

ORGANIZATION INFORMATION:

The University of Wisconsin-Whitewater is part of the 13-campus University of Wisconsin System (

Wisconsin Statute 19.36(7)(b) provides that applicants may indicate in writing that their identity should be kept confidential. In response to a public records request, the University will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful final candidate will be released. See Wisconsin Statute 19.36(7)(a).

Per Regent Policy Document 20-19, University of Wisconsin System Criminal Background Check Policy and UW System Administrative Policy 1275 Recruitment Policies, UW-Whitewater requires criminal background checks as a contingency to employment. A criminal background check will be conducted prior to an offer of employment. 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-Whitewater requires that all employees be active participants in following applicable safety rules and regulations including necessary training and drills.

For UW-Whitewater Campus safety information and crime statistics/annual Security Report, see Annual Security and Fire Safety Report. If you would like a paper copy of the report please contact the UW-Whitewater Police at 262-472-4660.

COMPENSATION AND BENEFITS:

Well-qualified candidates can expect a starting hourly wage of $23/hr.

UW System employees receive an excellent benefit package. To learn more about the UW System's comprehensive benefit package, review the UW System Employee Benefits Brochure.

SPECIAL NOTES:

CONDITIONS OF APPOINTMENT:

University of Wisconsin-Whitewater 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. UW-Whitewater is not an e-verify employer, therefore STEM extensions are not options for work authorization.

TO ENSURE CONSIDERATION:

Applications received by February 9, 2025 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. The most qualified applicants will be invited to participate in the next step of the selection process.

If you have questions regarding this recruitment or if you are unable to complete the application online due to a disability or system problem, please contact us at (262) 472-1024 or hr@uww.edu.

For questions regarding this position, please contact:
Katy Casey
Director of Institutional Research, Assessment and Planning
262-472-1530
caseyk@uww.edu

HOW TO APPLY:

Only complete application packages will be considered. This includes online submission of the following documents:

• Cover Letter
• Resume
• Name and contact information for three professional references

This Job ID is 21417.

Job Tags

Hourly pay, Part time, Seasonal work, Outdoor, Work visa, H1b, Flexible hours, Monday to Friday,

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