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ADMINISTRATIVE ASSISTANT II Bookmark this Posting Print Preview | Apply for this Job
Please see Special Instructions for more details.
Applications must be submitted online. For a completed application, a letter of interest and current resume addressing education, work experience, and knowledge as it relates to all minimum and preferred qualifications as listed above, as well as a document with the names and contact information of three professional references must be uploaded online.
In instances where the Search and Screen Committee is unable to ascertain from a candidate’s application materials whether they meet any of the qualification(s), they will be evaluated as not meeting such qualification(s).
Position Information
Posting Details
Official Job Title ADMINISTRATIVE ASSISTANT II
Working Title: Administrative Assistant II
Position Number 02245606
Division College of Community Engagement & Professions
Department B861500 APPLIED GERONTOLOGY
Position Type University Staff
Appointment Type Ongoing/Probationary
Pay Basis Hourly
Salary Grade 16
FLSA Status Nonexempt
Percent 58%
Posting Type Staff
UWM Description
The University of Wisconsin-Milwaukee ( UWM ) is Wisconsin’s second-largest university, with a unique dual mission of access and research to provide high-quality education for students from all backgrounds. UWM is one of 146 top research universities recognized as “R1” by the Carnegie Classification of Institutions of Higher Education. Along with its main campus in Milwaukee, UWM has branch campuses in Waukesha and Washington County.
UWM celebrates, values and promotes the diverse voices and experiences of its students and employees and our community partners. We believe diversity enriches and strengthens our institution. UWM is committed to providing equitable access to opportunities for students and employees from every background. We aspire to create a campus climate that is welcoming to all. Learn more here: https://uwm.edu/diversity-equity-inclusion/about-dei/
School/College/Division Description
The mission of the Helen Bader Office of Applied Gerontology is to promote optimal aging and strengthen connections with community partners by advancing opportunities in gerontology education, research and training for students, faculty, and the community.
Job Summary
This position provides administrative assistance to the Endowed Chair and staff of the Office of Applied Gerontology. The individual occupying this position has a broad range of responsibilities for organizing and managing support services related to Applied Gerontology’s multiple research, education, and outreach projects. These services include management of physical and electronic files, preparation of purchasing forms, tracking expenses and preparing budget reports, and outreach projects. This is a 58% university staff-ongoing position, reporting to the Endowed Chair. Hours, approximately 23.5 hours per week, will be determined with the supervisor and incumbent based on needs of the office. Some hybrid work may be possible after the initial training period.
Major Duties Include:
40% Office Management
Creates and maintains business related office files and office organization.
Assists Applied Gerontology Chair, faculty and staff in researching information about policies, procedures, and status of requests as needed.
Assists Chair with communications with external partner organizations.
Serves as a contact person for inter-campus relations, including managing contracts with UWM Telecommunications, Physical Plant, Printing Services and Mail Services.
Maintains equipment inventory.
15% Event Planning
15% Outreach and Marketing
10% Budgets, Accounting, and Purchasing
Makes all office purchases in compliance with UWM purchasing policies.
Completes and tracks all expense related forms for Chair and staff.
Works with HBSSW accountants to transfer expenditures and internal requisitions to correct funding sources.
10% Travel Arrangements and Expenses
10% Miscellaneous
Troubleshoots repair on malfunctioning office equipment for faculty and staff.
Assists staff and Chair with logistics for training programs.
Other duties as assigned.
Minimum Qualifications
Associate’s degree (or higher) or equivalent work experience in social work, sociology, gerontology, administration or related field
Minimum of one year of administrative support experience supporting a leader/administrator
Preferred Qualifications
Demonstrated ability to manage multiple projects
Experience interacting and working with students in a higher education setting
Evidence of strong communication and customer service skills
Experience working with social service or health agencies, foundations, and other community organizations
Proficiency using Microsoft Office Suite products such as Word and Excel
Experience with WISDM , PAWS , and Blackbaud Award Management, or a willingness to learn
Knowledge of WordPress, Emma Email Marketing, and social media, or a willingness to learn
Experience working in a University/higher education setting in an administrative support role
Target Salary Range $19.00-$21.00/hour (Final rate determined based on experience as it relates to the position.)
Benefits and Total Rewards
As part of UWM’s commitment to supporting the success of our team members through positive experiences, employees are provided with Benefits to Benefit You and Your Life. UWM offers a comprehensive benefits package and contributes towards the cost of several benefit plans. Employees with a qualifying position also receive an extensive leave package (https://uwm.edu/hr/benefits/leave/) including vacation, sick leave (with no expiration), personal holiday, and paid legal holidays. Please visit this link to view summary benefits information. (Compensation figures are for example purposes only.) UWM Benefits to Benefit You and Your Life (https://uwm.edu/hr/benefits-to-benefit-you-and-your-life/)
Application Instructions
Applications must be submitted online. For a completed application, a letter of interest and current resume addressing education, work experience, and knowledge as it relates to all minimum and preferred qualifications as listed above, as well as a document with the names and contact information of three professional references must be uploaded online.
In instances where the Search and Screen Committee is unable to ascertain from a candidate’s application materials whether they meet any of the qualification(s), they will be evaluated as not meeting such qualification(s).
Application Deadline 07/31/2024
Continuous (Open Until Filled?) No
If Continuous, Initial Review Date
Position Contact Name Colleen Galambos
Contact Phone 414-251-8986
Contact Email galamboc@uwm.edu
Application Notes
For this position, applicants are required to apply online. UWM will not consider paper, emailed or faxed applications. Additionally, applicants must complete all required fields and attach any required documents. The process is complete when the message “Your application has been submitted” is displayed and you receive a confirmation number.
Legal Notices
AA/EO Statement
UWM is an AA/EO 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.
Reasonable Accommodations
UWM provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability, please contact uwm-jobs@uwm.edu or 414-229-4463. This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.
Confidentiality of Applicant Materials
UWM is a State agency and subject to Wisconsin’s Open Records Law. UWM will not, however, reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsin’s Open Records law. In certain circumstances, the identities of “final candidates” and/or the identity of the appointed applicant must be revealed upon request.
CBC and Reference Check Policy
Employment will require a criminal background check. UWM takes the prevention of sexual misconduct seriously. As such, you and your references will be required to answer questions regarding any past findings of sexual violence and sexual harassment or any pending allegations of sexual violence or sexual harassment.
Annual Security and Fire Safety Report (Clery Act)
For the UWM Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see http://www.cleryact.uwm.edu/, or call UWM’s Dean of Students Office, Student Union 345 at (414) 229-4632 for a paper copy.
Employment Authorization
In compliance with federal law, all persons at the time of their start date will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.
Job Categories Office, Administrative, and Clerical Support
Applicant Documents
Required Documents
Cover Letter
Resume/Curriculum Vitae
References
Optional Documents