Office Administrator - Internal Candidates Only
Deadline for Applications 6/7/2021

Code: 17247 Posted: 06/01/2021

This is a full-time position within the Creative Services Department with a range of responsibilities that include financial duties, administrative support, print production, and customer service. This candidate will work 50% financial/administration/customer service and 50% print shop/creative duties.

This position requires the ability to multitask, a familiarity with basic office procedures, solid organizational and time-management skills, close attention to detail, and strong interpersonal and communication skills.

Essential Job Functions
  • Financial Duties
    • Computes, prepares, and distributes Creative Services chargeback reports
    • Collects information for and produces monthly production reports
    • Computes, prepares, and distributes invoices
    • Collects information and produces spreadsheet for department copy paper deliveries
    • Balances cash register two times per month
    • Responsible for deposits to Cashier’s Office
    • Monitor department operating budget which includes general purpose revenue funding, review figures on student/LTE salaries, fringe and overhead and make budget recommendations, approve and assign to appropriate fund accounts, track expenditures, and reconcile monthly budget expenditures
    • Monitor paper price changes and make pricing recommendations annually
    • Properly use and maintain records for University procard
  • Administrative Support
    • Checks in work orders from the Pressero System every day
    • Orders and maintains stock of all departmental supplies
    • Checks all shipments and invoices for accuracy
    • Collects information and produces spreadsheet for department copy paper deliveries
    • Assists with updating Pressero work order system to keep pricing and products up-to-date and making technical support calls when the system is down
    • Assists with the clerical tasks for hiring student employees
    • Contacts service providers for maintenance
    • Aid in proofreading
    • Inventory paper stock for year-end reports
  • Print Shop Duties
    • Runs print jobs on high speed copiers
    • Runs print production machines (Duplo, binding, Plockmatic, cutter, etc.)
    • Runs print jobs on large format printer
    • Assists with large format production (mounting, cutting, laminating, etc.)
    • Assists with photography shoots (location and headshots)
    • Assists with editing, uploading, and keywording photos
    • Assists with video shoots (running a camera)
  • Customer Service
    • Advises walk-in or phone customers concerning ordering, set-up, and costs on Creative Services website
    • Keeps university faculty, staff, and administration updated with changes in pricing and ordering systems or equipment issues that may result in delays
    • Works with campus bookstore staff and faculty to determine appropriate run – length and inventory size of campus bookstore books
    • Relays customer problems with work order system to manager for updates

Essential Knowledge And Abilities

  • Ability to manage multiple projects at once
  • Ability to meet tight deadlines
  • Proficient with Microsoft Word and Excel
  • Ability to perform complex or difficult accounting / bookkeeping and auditing duties which do not require knowledge of professional accounting and auditing theory
  • Excellent written and verbal skills
  • Ability to run printers and print production equipment
  • Exhibits friendly and professional demeanor
  • Works well with a range of different individuals and groups
  • Strong organizational skills
  • Ability to lift 50 pounds



  • Associates Degree or higher
  • Worked in Higher Education 2+ years
  • Demonstrated experience with Microsoft Word and Excel


Salary and Benefits

Commensurate with qualifications and experience.

The University of Wisconsin System provides a liberal benefits package, including participation in a state pension plan. 

Benefit Details: https://www.wisconsin.edu/ohrwd/benefits/download/summaries/fasl.pdf

Total Compensation Estimator: https://www.wisconsin.edu/ohrwd/benefits/totalcomp/

Application Process

Applications must be submitted electronically through our employment portal. If you need additional assistance you may contact Human Resources at (262) 595-2204. Hours 8:00am-4:30pm Monday-Friday.

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: 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. All materials must be added at one time, once submitted you may not edit/add to profile. Please include the following documents:

  • Cover Letter
  • Resume
  • Names and contact information for 3 professional references

Review of Applications

Applications received by 11:59 p.m. Tuesday, June 7, 2021 are ensured full consideration. 

You must select "SUBMIT". Selecting "Save" will not forward your application materials to the search committee. 

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.

In instances where the Review Committee is unable to ascertain from a candidates application materials whether she/he meets all of the required qualifications, or if all of the application materials are not submitted, they will be evaluated as not meeting such qualifications and may be excluded from further consideration.


Laura Menarek
Available Until: 06/07/2021

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