Marketing and Communication Administrative Assistant
Code: 14721 Posted: 09/10/2018
The University of Wisconsin-Parkside invites applications for the position of Marketing and Communication Administrative Assistant.
The Marketing and Communication Administrative Assistant provides support and oversight of the daily administrative activities for the Executive Director for Marketing and Communication, and the Marketing and Communication team. The position includes day-to-day management of the Executive Director's schedule; completion of special projects; writing/editing communications; and serves as the liaison between the Executive Director and faculty and staff, students, elected officials, UW colleagues, and the public.
The person in this position must perform duties with minimum supervision, exercise motivation and initiative in decision-making; have the ability to exhibit creativity and self-direction with a capacity for independent work and managing multiple projects as well as working as part of a team. Must possess the willingness to accept and welcome change in a fast-paced office environment. Must be able to demonstrate good organizational skills, paying conscientious attention to detail regarding campus deadlines and tracking tasks delegated to the Executive Director and the Marketing and Communication team. A positive, forward-focused, and professional attitude is required. Working knowledge of UW-Parkside and UW System policies and procedures, functions, organizations, and regulations are necessary. The position requires a high degree of confidentiality, responsibility and independence in completing responsibilities.
Essential Job Functions
Essential Duties and Responsibilities
- Administrative Support to Executive Director for Marketing and Communication, and the Marketing and Communication team
- Communicate, handle and address incoming and outgoing communications (verbal, mail, digital) on behalf of the Executive Director. Possess detailed knowledge of issues, correct and accurate interpretation of communication, ability to provide temporary or complete satisfaction by evaluating the situation and independently determining the best course of action. Ability to work with confidential and sensitive information and records. Commitment to the highest ethical standards.
- Coordinate the Executive Director's calendar for requests, including adding and editing events, meetings, confirming attendees, scheduling rooms, setting up conference calls and managing multi-media needs requiring interaction with both internal and external executives and assistants.
- Supervise financial operations and purchases to ensure compliance with UWS fiscal and procurement policy. Responsible for purchasing card and compliance with rules, practices, policies and procedures as implemented.
- Make all travel arrangements for the Executive Director. Prepare travel expense reports upon return providing all documentation.
- Prepare and gather information and materials for the Executive Director necessary for meetings, discussions and decision-making.
- Serve as liaison between Executive Director and all constituents: Regents, UWSA administrators, state, regional, and local government officials, faculty, academic staff, university staff, students, parents, and alumni.
- Work with appropriate staff to launch external campus messages.
- Review and proof Executive Director's correspondence, finalize and distribute.
- Develop and manage the Executive Director’s Network Drive/One Drive as tools for department and inter-department communication, follow-up, and documentation.
- Work with the Executive Director to provide consultation, advice and recommendations regarding ongoing projects which may include commencement and convocation ceremonies, emeriti/retiree luncheons, etc.
- Provide leadership for the coordination and planning for hosting the Regent meetings on campus, UWS conferences, regional outreach events, and legislature visits. Provide support for the management of logistics for executive events such as open forums and listening sessions.
- Performs other duties as assigned.
Communications and Events
- University Communications
- Maintain Strategic Communications files on Network Drive/One Drive and fully leverage systems to secure records of final communications – Chancellor, all-campus, media, crisis and budget, etc.
- Coordinate local and regional media weather alert systems; work in collaboration with UW-Parkside Police.
- Manage items for all campus communications – weather, security, obits etc.
- Back-up for management of Hwy 31 sign and campus video boards.
- Media Relations
- Develop and sustain accurate media contact lists.
- Send/issue all approved releases and track all on Network Drive/One Drive.
- Coordinate development of news releases on web site and update with approved releases across calendar year.
- Support any media events or press conferences.
- Legislative Liaison
- Manage and update listing of legislative contingent contacts including staff members.
- Work with University Advancement to sustain accurate listing of legislative contacts in Raisers Edge.
- Manage annual communication plan for legislative contingent (commencement communications, convocation etc.).
- Events and External Sponsorships
- Support “table” development at external events, track RSVPs and record attendance and outcomes on Network Drive/One Drive.
- Ensure marketing/ad collateral is secured and delivered to external parties as required.
- Support payment of all sponsorships and dues – tracking on Network Drive/One Drive.
Standards of Performance
- Adequacy, timeliness, and accuracy of assigned tasks.
- Timeliness of meeting goals.
- Willingness to make suggestions and soundness of those suggestions.
- Soundness of judgment and operational decisions.
- Ability to organize and prioritize work while being responsive to University personnel.
- Timely and effective communication of problems and opportunities. This includes the responsibility for identifying and communicating information of importance as soon as possible.
- Integrity in dealing with customers, students, vendors, employees, and management.
- Punctuality, attendance, effective use of time, and willingness to work overtime when necessary.
- Maintaining confidentiality of sensitive information.
- Willingness to assist with special projects and other duties as assigned.
Essential Knowledge And Abilities
- Excellent oral and written communication skills, interpersonal communication skills; ability to interact successfully with faculty, staff and students as well as external constituents-regional, statewide and national.
- Understanding of purchasing procedures, financial operations and budgeting.
- Attention to detail, excellent organizational skills, and discretion with confidential information.
- Ability to operate independently and to independently set priorities to meet the demands of the position.
- Knowledge of various rules, policies and procedures that impact organization and operation of the university.
- Excellent customer orientation and problem-solving skills.
- Knowledge of various software programs; computer literate with the ability to learn new software applications. Excellent telephone protocol.
Education, Experience, Training And/or Certifications
- Bachelor’s degree
- Proficiency in Microsoft Office products (Word, Outlook, Excel, PowerPoint)
- Excellent communication skills, both verbal and written
- Experience in Higher Education
- Knowledge of University operations
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/
HOW TO APPLY:
Applications are encouraged to 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: Under "Basic Job Search" choose:
- "More Options"
- Job Opening ID: "14721"
- Select "Marketing and Communication Administrative Assistant"
- 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. All materials must be added at one time, once submitted you may not edit/add to profile. Please include the following documents:
- Cover letter addressing qualifications
- Names and contact information for three professional references
- Transcript upon offer
Review of Applications
Applications received by Sunday, September 24th, 2018 are ensured full consideration. Position is open until filled.
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.
Legal Notices and Important Information
Employment will require a criminal background check in accordance with the Wisconsin Fair Employment Act. It will also require you and your references to answer questions regarding sexual violence and sexual harassment. (see TC1 - App. 4 and p. 12)
Note: Criminal Background Check – The Department of Workforce Development, Equal Rights Division prohibits employers from using criminal background check information, policies or practices that have a “disparate impact” and is not “job-related and consistent with business necessity” in hiring decisions. All information used to screen or hire job applications should relate to the duties of the job.
UW-Parkside is an AA/EEO employer: All applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, sexual orientation, gender identity/expression, disability, or protected veteran status. Individuals from diverse backgrounds are encouraged to apply.
It is the policy of UW-Parkside to provide reasonable accommodations to qualified applicants with disabilities. If you need assistance or accommodation in applying because of a disability, please contact the Office of Human Resources at 262-595-2204. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual’s disability.
In compliance with the Clery Act of 1998, the University of Wisconsin Parkside Crime Statistics Report is available here. Call the UW-Parkside Campus Police Office at (262) 595-2455 for a paper copy of the annual report.
Transcripts will be required upon hire.
The University of Wisconsin System is engaged in a Title and Total Compensation (TTC) project to redesign job titles and compensation structures. As a result of the TTC project, official job titles on current job postings may change in Spring 2020. Job duties and responsibilities will remain the same. For more information please visit: wisconsin.edu/ohrwd/title-and-total-compensation-study/.