University Staff Council: Administrative Assistant
Univ of Wisconsin Eau Claire
Eau Claire, WI
Full-time
Administration / Clerical
Posted on April 4, 2024
POSITION: A 30% part-time (12 hours per week) University Staff position is available to serve as Administrative Support to the University Staff Council beginning in late May 2024; or as soon as possible thereafter. The working title for this assignment is Administrative Assistant with an official title of Administrative Assistant III. This is an expected-to-continue assignment, which requires a six-month probationary period. This position is a non-voting, ex-officio position. The incumbent of this position may vote in situations where the full University Staff is able to vote but not in Council or Committee meetings. The salary will be commensurate with experience and qualifications, with a minimum salary of $18.00/hour. The work schedule for this position is expected to be within the hours of 7:45 am to 4:30 pm, Monday through Friday, and a hybrid/remote work schedule may be available.
MINIMUM QUALIFICATIONS:
- Demonstrated knowledge of standard office operations, including the ability to handle time-sensitive and confidential information.
- Demonstrated and proficient operational knowledge of MS Office Suite and proven ability to learn new systems, software, and processes quickly.
- Demonstrated strong interpersonal skills and ability to communicate effectively both verbally and in writing, including exceptional listening skills.
- Proven ability to learn how to create agendas for monthly meetings and take accurate meeting minutes as well as learn basic Robert's Rules of Order.
- Proven organizational and analytical skills, and manage projects with the ability to prioritize work, meet deadlines, and maintain confidentiality while working with sensitive information.
- Proven ability to work independently and take initiative, with little direction from unit supervisor, in a fast paced, high-volume environment with emphasis on accuracy and timeliness.
- Demonstrated commitment to support and enhance the diversity and cultural and global awareness of students, faculty, and staff.
PROGRAM ASSISTANT TO THE UNIVERSITY STAFF COUNCIL
- Attend all University Staff Council and University Staff Council Executive Committee meetings for the purpose of taking meeting minutes.
- Ensure meetings are published in compliance with Wisconsin Open Meeting Law; serve as a resource for open and closed meeting policies and procedures.
- Timely preparation and distribution of any materials needed for Council and Executive Committee meetings.
- Maintain accurate records and coordinate retention of all Council documentation, including meeting minutes and agendas.
- Manage Membership spreadsheet and term end dates for council and committee members.
- Coordinate annual elections following documented procedures.
- Coordinate meeting/event space as needed.
- Attend meetings/events as requested.
- Other duties as assigned.
- Manages and reconciles University Staff Council budget including verifying payment of bills and obligations.
- Provides summary of account activity to Council prior to and at monthly meetings.
- Keeps Funding Committee members informed of funding availability.
- Tracks Foundation Funding; donations and expenses.
- Effective management of the Council's email account in coordination with Council leadership.
- Send welcome emails to new Council and Committee members.
- Serve as the primary resource for distribution of correspondence to any segments of the University Community.
- Serve as the primary resource for maintaining the University Staff Council public website and SharePoint intranet site.
- Manage the user membership of University Staff Council distribution lists.
- Manage all Microsoft Teams groups related to Council and Committees.
- Serve as ex-officio and non-voting member of Funding and Nominating committees.
UNIVERSITY and EAU CLAIRE COMMUNITY: UW-Eau Claire, an institution of approximately 11,500 students and 1,200 faculty and staff, is consistently recognized as a top comprehensive university in the Midwest and is widely known as a leader in faculty-undergraduate research and study abroad. We strive for excellence in liberal education and select graduate and professional programs through commitment to teaching and learning and dedication to our core values of diversity, sustainability, leadership, and innovation. To learn more about UWEC, visit https://www.uwec.edu/human-resources/.
The City of Eau Claire, situated at the confluence of the Chippewa and Eau Claire rivers, is at the center of a metropolitan area of approximately 100,000 people located 90 miles east of Minneapolis/St. Paul. The area features beautiful parks and trails, strong public schools, a vibrant arts scene and local food culture, and abundant recreational opportunities.
APPLICATION PROCEDURE: Applications are submitted electronically. Please follow instructions found on the following UW-Eau Claire Website: https://www.uwec.edu/job-postings/. You must create an account and login before you can apply. If you have not yet registered, click on the "Click here to Register" link to begin the registration process. If you are already a registered user, input your "Username" and "Password" and select "Login."
Click the link to the University Staff Council: Administrative Assistant III (Job ID 20723) and then click the "Apply Now" button to submit your application electronically. Your application will not be considered complete until all required documents are attached, and all required fields are completed.
Please be sure you have included the following in PDF format:
- Letter of application*
- Resume
- Names and contact information for three references.
Please direct requests for additional information to: Nicole Owen; owenna@uwec.edu
To ensure consideration, completed applications must be received by April 24, 2024. However, screening may continue until the position is filled.
The University reserves the right to contact additional references with notice given to the candidates at an appropriate time in the process. Employment will require a background check. Employment will also require you and your references to answer questions regarding past conduct related to sexual violence and sexual harassment.
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. . 19.36(7).
The UW-Eau Claire Police Department is dedicated to maintaining a safe and secure environment for learning and working. Although crime at the University of Wisconsin-Eau Claire is limited, the University Police want students, faculty and staff to be aware of crime on campus and the area surrounding the campus. The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act is a federal law that requires colleges and universities to disclose annual information about campus crime. Visit Campus Security and Fire Report. Also visit our Campus Security Authority(CSA) policy.
UW-Eau Claire is an AA/EEO/Veterans/Disability employer.
