Administrative Assistant II

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Position Title: Administrative Assistant II

Job Category: University Staff

Employment Type: Regular

Job Profile: Administrative Assistant II

Job Duties: University College's mission is to foster student success both in and out of the classroom through academic support structures that allow students to explore, learn, grow, and develop a timely progression toward graduation. The University College’s goal is to provide coordinated, intentional, and inclusive experiences, services, and opportunities in which students are both challenged and supported.

This position reports to the Administrative Specialist for University College. The position is responsible for supporting University College programs; assisting with travel arrangements and reimbursements; search and screen support; and performing day-to-day office functions.

Responsibilities

• Office Support

• Serves as a first point of contact for individuals and groups, provides basic organizational information via phone, in person and through other communication mediums, and routes more complex inquiries to appropriate entities.

• Provides direct administrative support, which may include tasks such as scheduling, document and record management (editing, printing, copying, scanning, physical and electronic filing), and mail and deliveries.

• Coordinates communication with internal and external groups for the Dean.

• Coordinates room schedules, including arranging and setting up for meetings, conferences, and webinars; responds to EMS requests.

• Manages University College search and screen committees throughout the recruiting and hiring process.

• Facilitates travel arrangements and travel reimbursements for staff.

• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing orders for supplies; verifying receipt of supplies.

• Assists Dean, Associate Dean and Administrative Specialist with projects.

• Maintains confidentiality of department communications and operations.

• Supports branch campus, as needed.

• Support University College programs

• Issues contracts and provides administrative support for the Pointers Connect Internship program.

• Provides administrative support for the University Honors Program.

• Provides administrative support to the undergraduate research (URSCA) program.

• Attends with event planning and support for annual conferences.

• Provides administrative support to the Dean for the academic and tuition appeals process.

• Collaborates with internal and external program partners.

• Tracks and facilitates payment and/or reimbursement of expenses.

• Other duties as assigned.

Key Job Responsibilities:

• Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums

• Serves as a first point of contact for individuals and groups, provides basic organizational information via phone, in person and through other communication mediums, and routes more complex inquiries to the appropriate entities

• Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures

• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations

• Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision

Department:

• University College

Compensation

19.14 per hour

Required Qualifications:

• Ability to work independently and as part of a team

• Strong verbal and written communication skills

• Demonstrated organizational skills

• Experience in fast-paced office environment

• Experience with technology and software, including MS Office

• Ability to work effectively with people from a variety of culturally diverse backgrounds

Contact Information: Special Notes:

Through the discovery and dissemination of knowledge, UW-Stevens Point stimulates intellectual growth, provides a liberal education, and prepares students for a diverse sustainable world. The university is committed to creating a safe, inclusive learning community for all faculty and staff from a variety of backgrounds. Visit the UW-Stevens Point join page for more information about UW-Stevens Point. To learn about the Stevens Point area, visit Stevens Point area resources.