Administrative Assistant II - College of Business and Economics Advising and Career Services - 20466

INTRODUCTION:

The College of Business and Economics Advising and Career Services seeks an Administrative Assistant II (AD002).

JOB DUTIES:

This position provides administrative support to the College of Business and Economics Advising and Career Services office. Responsibilities include analyzing and maintaining student academic records, hiring and supervising student workers, working with and handling confidential documents and correspondence, and serving as a resource person to University personnel and students regarding policies and procedures. This position reports to the Assistant Dean and is integral to the College of Business and Economics Advising and Career Services team.

QUALIFICATIONS:

Minimum Qualifications:

• A minimum of an associate's degree with at least one year of experience in administrative support, academic advising, or registrar's office or high school diploma with at least two years of experience in administrative support, academic advising, or registrar's office
• Proficient in Microsoft Office - specifically in Outlook, Word, Excel
• Experience with electronic data management systems
• Detail oriented
• Excellent written and oral communication skills

Preferred Qualifications:

• Experience with training and supervising
• Experience with PeopleSoft or student information systems
• Strong reasoning and decision-making skills
• Ability to multitask and manage time efficiently in a high traffic environment 

Knowledge, Skills, and Abilities:

• Willingness and ability to actively follow applicable safety rules and regulations, including necessary training and drills
• Ability to interact respectfully with people from diverse socioeconomic, cultural, and ethnic backgrounds

Responsibilities:

50% - Student Services
1. Assist undergraduate students with registration and enrollment questions.
2. Enter academic record personalizations as directed by Assistant Dean, advisors, faculty, and approved student requests.
3. Provide support and assist with graduation clearance process in collaboration with the Registrar's Office.
4. Process and maintain student academic records including registration processing, credit overload requests, curricular actions, and other academic related processes.
5. Coordinate special student enrollment requests; review student requests for enrollment and process enrollment permissions.
6. Maintain office and student records using electronic filing system.
7. Coordinate change of majors within the College of Business and Economics.
8. Maintain and assign academic advisors in WINS.
9. Enter and file class permissions as directed by Assistant Dean, advisors, faculty, and approved student requests.
10. Maintain the academic forgiveness student list for each semester.  Create files for record keeping and review student eligibility.
11. Communicate information about academic requirements to students ¿ including graduation status, and others as needed.

30% - Administrative Support for the College of Business and Economics Advising and Career Office Staff
1. Serve as talent acquisition coordinator for new departmental hires.
2. Assist with scholarship application review process.
3. Maintain and evaluate travel expense reports for submission to the College of Business and Economics Financial Specialist.
4. Coordinate ordering and inventory of office supplies, signage and capital inventory.
5. Maintain inventory of documents and forms used by students for registration and/or advising.
6. Serve as a resource person to all university personnel regarding College of Business and Economics policies and procedures.

15% - Student Supervision
1. Hire, supervise and evaluate student workers.
2. Coordinate and facilitate annual student worker training and provide additional trainings as needed.
3. Manage student payroll process - review and correct hours for student workers, maintain records, and process documents for new hires.
4. Coordinate and serve as back-up to front-line customer service for College of Business and Economics Advising and Career Services ¿ scheduling appointments, receiving incoming calls, greeting visitors, answering general questions and providing campus referrals.  

5% - Other Duties as Assigned
1. Perform other duties as assigned by the Assistant Dean.
2. Attend weekly staff meetings and other university and college meetings related to position duties.
3. Will be an active participant in following applicable safety rules and regulations including necessary training and drills.

CAMPUS INFORMATION:

UW-Whitewater is a thriving public university located in southeastern Wisconsin. It leads the way in providing world-class, affordable higher education programs to more students than neighboring regional comprehensives in the University of Wisconsin System. A collaborative team of 1,300 faculty and staff are devoted to the success of the university's 11,000 students at its main and Rock County campuses. The team provides high-impact practices and academic programs - online and in person - from associate to doctoral levels. Recognized nationally for affordability, inclusion, and career development, UWW has approximately one-third first-generation students and boasts strength in many areas, especially business and education. The campus and community embrace the Warhawk Family spirit, supporting the university's arts and nationally recognized NCAA Division-III level championship athletics. As a proud institution of access, more than 10 percent of undergraduate students use the acclaimed Center for Students with Disabilities - a priority mission since the 1970s.

UW-Whitewater's campuses are located centrally near Milwaukee, Madison, and Chicago, offering easy access to the cultural and commercial opportunities of major metropolitan areas. Near both Lake Geneva and the Wisconsin Dells, the area attracts numerous visitors from across the country. Whitewater is a vibrant college community near the Kettle Moraine State Forest offering area residents seasonal outdoor enjoyment. The nearby Rock County campus is located in Janesville, a town of 60,000 located on the Rock River and known as Wisconsin's Park Place.
The University of Wisconsin-Whitewater is an Equal Opportunity and Affirmative Action Employer, and actively seeks and encourages applications from women, people of color, persons with disabilities, and veterans.

ORGANIZATION INFORMATION:

The University of Wisconsin-Whitewater is part of the 13-campus University of Wisconsin System(https://www.wisconsin.edu ). 

Wisconsin Statute 19.36(7)(b) provides that applicants may indicate in writing that their identity should be kept confidential. In response to a public records request, the University will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful final candidate will be released. See Wisconsin Statute 19.36(7)(a).

Per Regent Policy Document 20-19, University of Wisconsin System Criminal Background Check Policy and UW System Administrative Policy 1275 Recruitment Policies, UW-Whitewater requires criminal background checks as a contingency to employment. A criminal background check will be conducted prior to an offer of employment. All final candidates must be asked, prior to hire, whether they have been found to have engaged in, are currently under investigation for, or left employment during an active investigation in which they were accused of sexual violence or sexual harassment. When obtaining employment reference checks, these same sexual violence or sexual harassment questions must also be asked.

The University of Wisconsin-Whitewater requires that all employees be active participants in following applicable safety rules and regulations including necessary training and drills.
For UW-Whitewater Campus safety information and crime statistics/annual Security Report, see http://www.uww.edu/asfr  . If you would like a paper copy of the report please contact the UW-Whitewater Police at 262-472-4660.

COMPENSATION AND BENEFITS:

Well-qualified candidates can expect a starting hourly wage of $20.00.

UW System employees receive an excellent benefit package. To learn more about the UW System's comprehensive benefit package, review the UW System Employee Benefits Brochure . 

CONDITIONS OF APPOINTMENT:
University of Wisconsin-Whitewater does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources. UW-Whitewater is not an e-verify employer, therefore STEM extensions are not options for work authorization.

TO ENSURE CONSIDERATION:

Applications received by January 26, 2024 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. The most qualified applicants will be invited to participate in the next step of the selection process.

If you have questions regarding this recruitment or if you are unable to complete the application online due to a disability or system problem, please contact us at (262) 472-1024 or [email protected].

For questions regarding this position, please contact:
Madeline Rasmussen
Department Assistant
262-472-1344
[email protected]

HOW TO APPLY:

Only complete application packages will be considered. This includes online submission of the following documents:

• Cover Letter
• Resume
• Name and contact information for three professional references

This Job ID is 20466.

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