Administrative Assistant II - University Honors Program and Undergraduate Research Program - 18761

Updated: 3 months ago
Location: Whitewater, WISCONSIN


The Office of Student Diversity, Engagement and Success at the University of Wisconsin-Whitewater seeks an Administrative Assistant II (AD002).


The Office of Student Diversity, Engagement and Success seeks an Administrative Assistant II to support the Undergraduate Research and University Honors Programs. The Administrative
Assistant II will report to the Undergraduate Research Program and University Honors Program Directors. This position provides administrative support in the areas of program support services, fiscal and human resources administration, and purchasing.



  • Associate’s Degree
  • Proficiency in Microsoft Office, Outlook, Word, Excel, Power Point, and Access


  • Bachelor’s Degree
  • Previous experience in a University setting and/or an ability to develop solid working relationships with various campus departments and academic programs
  • Knowledge of the university curriculum and high impact practices
  • Experience in grants management
  • Experience in financial management and ability to explain complex purchasing and financial processes 
  • Experience in serving as a program liaison to various constituencies
  • Experience in organizing events


  • Ability to provide positive customer service to students, staff, and the general public
  • Ability to train and supervise student employees from diverse, multicultural backgrounds
  • Ability to operate a variety of office equipment (copier, FAX, etc.)
  • Strong technical skills and ability to approach problems in an analytical and logical manner


30% A. Fiscal Management – Under the supervision of the SDES Administrative Supervisor, provide fiscal support to the University Honors and Undergraduate Research
Programs. These responsibilities include, but are not limited to:

  • Generate and maintain records of all payroll expenditures (Payment to Individual Reports, HRS student hiring, Employment Contracts, and Change of Status Requests)
  • Manage and maintain a tracking system to ensure the timely submission of performance contracts with supporting documentation and oversee all contracts to ensure payments are made on time
  • Approve electronic timecards for student employees and assure bi-weekly payments for all salary paid student employees
  • Submit stipends for faculty who teach courses or mentor for the Undergraduate Research or University Honors Programs
  • Maintain inventory and related records and/or reports of office supplies
  • Assist with expenditures related to travels under UW System Travel Policy and Guidelines
  •  Assist in submitting e-Reimbursement requests for departmental staff, faculty, and students traveling on behalf of SDES
  • Complete Procurement reporting
  • Generate and maintain records of all expenditures and revenue
  • Make purchase of supplies, equipment, and other related materials on behalf of the offices and grants
  • Post awards and charges to student accounts in WINS

30% B. Administrative Leadership – Independently provide day-to-day administrative office support for the Undergraduate Research and University Honors Programs. These
responsibilities include, but are not limited to:

  • Screen visitors and telephone calls; respond to inquiries and make necessary referrals
  • Answer questions regarding the programs via telephone, email, similar correspondence, or face-to-face contact
  • Coordinate and maintain the assignment of office keyless access and physical keys
  • Coordinate and maintain the assignment of accounts, computers, and phones shared within the department
  •  Facilitate and assist in the hiring process of student employees as needed
  • Schedule, train, and supervise office student staff and manage physical office space
  •  Assist in preparing materials for submitting grant proposals to seek intramural and extramural funding
  • Assist in preparing annual reports and fulfill other reporting requirements as necessary
  • Oversee website maintenance and updates
  • Assist and/or oversee online scholarship and grant application systems
  • Assist in SOAR tabling and engagement events for URP and UHP

30% C. Event Planning - In coordination with the URP and UHP Directors and Assistant Vice Chancellor plan, promote and host conferences, workshops, retreats,
meetings, and other events, both on and off campus. This may require limited travel.

  • Assist in coordinating events including, but not limited to the Honors Program Spring and Fall Receptions, the Honors Program Open House, and Honors Council meetings
  • Undergraduate Research Events: Fall and Spring Undergraduate Research Day, End of the year Undergraduate Research Day Appreciation Day, Research in the Rotunda, Quick Pitch
  • Assist in coordinating and travel associated with the Undergraduate Research Program, i.e traveling to conferences and other undergraduate research events, and etc.
  • Assist in coordinating all travel associated with the Honors Association Conference and Honors travel-study seminar courses
  • Coordinate the development of promotional items, publications, advertising, and public service announcements
  • Reserve rooms for meetings
  • Assist with planning travel for all URP and UHP employees and student groups (i.e., conference travel)
  • Track and reconcile all expenses associated with conferences and events both on and off campus
  • Assist with buying food and supplies associated with either program

10% E. Miscellaneous

  • Complete other special projects as assigned by URP and UHP Director(s), Financial Specialist - Senior, and/or SDES Assistant Vice Chancellor
  • Pursue appropriate professional development opportunities in consultation with the URP and UHP Directors, SDES Administrative Supervisor, and SDES Assistant Vice Chancellor


Founded in 1868, UW–Whitewater is one of eleven comprehensive universities in a public higher education system that also includes two doctoral institutions and a statewide Extension. UW-Whitewater’s main campus is located in Whitewater, with a branch campus in Rock County, in the city of Janesville. Together, these campuses form a preeminent academic institution driven by the pursuit of knowledge, powered by a spirit of innovation, and focused on transforming lives. UW-Whitewater’s campuses are located conveniently near Milwaukee, Madison, and Chicago, and thus offer the advantage of beautiful small-town environments with easy access to the cultural and commercial opportunities of major metropolitan areas.

 The Warhawk family — led by caring faculty and staff — is devoted to student success within a broad range of academic programs offered at the associate, bachelor, master, and doctoral levels. These include both on-campus and online programs, and span the disciplines, from the theoretical to the applied, and encompass study in the arts, business, education, humanities, natural sciences, social sciences, technology, and professional and interdisciplinary programs.

 UW-Whitewater has a special mission within the UW System to serve students with disabilities and, as such, embraces the principles of universal design and is one of the most accessible campuses in the nation. The campuses have more than 200 student organizations and UW-Whitewater’s intercollegiate athletic teams compete at the NCAA Division-III level. UW-Whitewater is committed to seeking and sustaining a culturally and ethnically diverse campus environment, building a diverse faculty and staff with expertise and interest in serving students with diverse needs, backgrounds, ethnicities, abilities and other distinct characteristics in respectful, sensitive and understanding ways. 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.


The University of Wisconsin-Whitewater is part of the 13-campus University of Wisconsin System ( ).

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 . If you would like a paper copy of the report please contact the UW-Whitewater Police at 262-472-4660.


Well-qualified candidates can expect a starting annual salary within a range of $34,000-$40,000 for full time employment (40hrs/week).

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 .


Applications received by September 23, 2022 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) 472-1072 or .

For questions regarding this position, please contact:

Samantha Fett

SDES Administrative Supervisor



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 18761

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