UNIVERSITY SERVICES PROGRAM ASSOCIATE (OFFICE MANAGER) PUBLIC MAY APPLY

UNIVERSITY SERVICES PROGRAM ASSOCIATE (OFFICE MANAGER) PUBLIC MAY APPLY

Code: 11779 Posted: 05/11/2016

Office Manager (USPA)
Advising and Career Center
PUBLIC MAY APPLY

The University of Wisconsin Parkside invites applicants for an Advising and Career Center Office Manager (official title: University Services Program Associate). The public is encouraged to apply.

This is a full time, non-exempt, non-represented University Staff position. A six month probationary period will be required. Hours of work are 7:45am - 4:30pm, Monday through Friday.  

Come see what makes the Advising and Career Center Real.Amazing! @ https://www.uwp.edu/live/offices/advisingcareer/

ESSENTIAL DUTIES AND RESPONSIBILITIES

Under the general supervision of the Director of the Advising and Career Center, this position functions as the primary contact for the Advising and Career Center (ACC) for faculty, staff, and students as well as for industry, government, professional organizations, other departments and universities and providing information or directing individuals to proper sources; providing critical administrative oversight for the Director and ACC staff in advisor assignments and activity reports, employer/position postings in RangerTrak, budgets and expenses, and ongoing day-to-day operations of the department; managing the coordination, training and supervision of ACC student employees; and assisting with processing personnel and financial transactions for internship programming. 

50% A. Administrative Duties

A1. Serve as primary receptionist; managing the day-to-day operations of the ACC service desk.
A2. Provide administrative support to staff.
A3. Keep required confidentiality of student, personnel and employer information.
A4. Procure services, supplies and equipment.
A5. Process employer and position postings daily and provide follow-up as needed.
A6. Manage ACC and designated email and phone inquiries.
A7. Responsible for document management utilizing content management software systems (i.e. ImageNow, SharePoint, network drives, cloud technologies).
A8. Process advisor assignments and work order requests.
A9. Maintain key control.
A10. Provide assistance with arrangements for meetings, employer visits and special events.
A11. Special projects as assigned by the Director.

25% B. Office Management

B1. Process and maintain human resource documents related to new hire and status changes for professional staff, student employees and temporary employees (LTEs).
B2. Serves as HRS approver and back-up approver for designated student employees.
B3. Coordinate hiring, marketing and training processes for ACC student employees.
B4. Supervise and schedule administrative office student employees and provide ongoing training. Assist with student employee performance reviews.

15% C. Financial Responsibilities

C1. Maintain print and electronic records according to established record management schedules.
C2. Process contracts and invoices in a timely manner.
C3. Process ProCard, invoices and journal entries.
C4. Prepare deposits.

5% D. Computer Support

D1. Serve as primary contact for unit's computer or telephone related issues.
D2. Submit appropriate document/request for staff technology security and network access.

5% E. Miscellaneous Duties

E1. Distribute mail.
E2. Provide back-up for other staff as needed.
E3. Responsible for check/cash handling.

REQUIRED KNOWLEDGES AND ABILITIES

Knowledge of State of Wisconsin and UW System purchasing regulations, policies and procedures
Knowledge of State of Wisconsin and UW System billing and budgeting regulations, policies and procedures
Knowledge of UW System financial systems
Excellent communication skills
Excellent organizational and time management skills
Good customer service aptitude
Ability to prioritize tasks
Good analytical and problem solving skills
Creativity and flexibility
Proficiency with computers, web navigation and Microsoft Office products
Proficiency with PeopleSoft
Proficiency with imaging software and document management platforms
Accuracy and attention to detail

ERGONOMIC REQUIREMENTS:

Sufficient mobility and dexterity to move around the office
Overhead lifting required for retrieving and returning items on shelves
Ability to lift and carry up to 25 pounds
Walking, kneeling, bending, stooping and standing
Reaching into drawers, filing cabinets and shelving
Manual dexterity to operate a keyboard, telephone and other standard office equipment
Extensive computer use
Exposure to computer monitor for extended periods of time
Sitting for extended periods of time 

QUALIFICATIONS

Required:

  • Two or more years of administrative support experience
  • Experience assisting with events logistics
  • Experience engaging with internal and external communities and agencies
  • Experience working in purchasing and billing/budgeting
  • Experience working with data management systems
  • Proficient computer skills and Microsoft Office products
  • Experience as a lead worker or supervising workers

Preferred:

  • Five (5) or more years of experience providing administrative support in higher education
  • Previous experience managing day-to-day operations of a student based service unit
  • Experience working with document imaging software and document management platforms such as   ImageNow and SharePoint
  • Experience working with travel planning/expenses
  • Experience managing or monitoring grant funded programs or federal work study programs
  • Experience working with State of Wisconsin purchasing/billing/budgeting systems
  • Experience delivering exceptional customer service
  • Experience being and active and positive contributor to a team

SALARY AND BENEFITS

Minimum hourly pay of $15.411 based upon qualifications and experience. The UW System provides a liberal benefits package, including participation in a state pension plan.

* Benefit Details: https://www.wisconsin.edu/ohrwd/benefits/download/summaries/Univ-staff.pdf

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

REVIEW OF APPLICATIONS

To ensure consideration, completed online application materials must be submitted by 11:59 pm on Tuesday, May 24, 2016.

APPLICATION PROCESS

All applications are to be submitted electronically through our employment portal.

STEP 1: Please select the applicable link below:

External Applicants: https://www.careers.wisconsin.edu (NOT currently employed by the UW System) 

Internal Applicants: https://www.hrs.wisconsin.edu (Currently employed by the UW System

STEP 2: Under "Basic Job Search" choose:

"Advanced Search", Job Opening ID: "11779"
Find Jobs Posted Within: "Anytime" click "Search"
Select "Office Manager, Advising and Career Center", click "Apply Now"

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 specifically addressing the required and preferred qualifications
- Resume
- Names and contact

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

CONTACT INFORMATION

If you have any questions or concerns, please contact:

Linda Vang
Office: (262) 595-2395
Email: vangl@uwp.edu

THE UNIVERSITY

The University of Wisconsin-Parkside is a comprehensive campus of the University of Wisconsin System with approximately 4800 students, 120 faculty, and 70 instructional academic staff offering 33 undergraduate majors and 3 master's degrees in 22 academic departments. The campus is located between the cities of Kenosha and Racine in southeastern Wisconsin, within the Chicago-Milwaukee corridor.

The university is situated on 700 acres of prairie and woodland approximately two miles west of Lake Michigan. Consisting of 15 buildings, the coherence and unity of the original campus design within its natural landscape has been sustained over four decades of development. Recent additions include a renovated and expanded student center, a 250 bed suite-style residence hall, and a greatly expanded and renovated center for the arts and humanities. 

LEGAL NOTICES

A criminal background check will be required at the time of hire.

UW-Parkside is an AA/EEO employer. 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.

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).

Contact Name: Linda Vang

Contact Phone: (262) 595-2395

Contact Email: vangl@uwp.edu

900 Wood Road · P.O. Box 2000 · Kenosha, WI 53141-2000 P 262-595-2345