ADMINISTRATIVE ASSISTANT III

University of Wisconsin-Milwaukee, United States

Updated: 6 days ago
Location: Milwaukee, WISCONSIN
Deadline: 21 Apr 2024

Position Information
Posting Details


Official Job Title ADMINISTRATIVE ASSISTANT III
Working Title: Administrative Assistant III
Position Number 00506640
Division College of Engineering and Applied Science
Department B190100 CEAS ADMINISTRATION
Position Type University Staff
Appointment Type Ongoing/Probationary
Pay Basis Annual
Salary Grade 18
FLSA Status Nonexempt
Percent 100%
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 College of Engineering & Applied Science at the University of Wisconsin-Milwaukee invites applications for an Administrative Assistant III (Associate Dean’s Assistant) working in the Office of the Dean in the College of Engineering and Applied Science, University of Wisconsin Milwaukee.
The College of Engineering & Applied Science (CEAS) is committed to excellence in scholarly research and teaching across all seven departments—Biomedical Engineering, Civil and Environmental Engineering, Computer Science, Electrical Engineering, Industrial and Manufacturing Engineering, Materials Science and Engineering, and Mechanical Engineering. The College has approximately 1750 undergraduate students and 450 graduate students, both Master’s and Doctoral. Greater Milwaukee, the third-ranked manufacturing center in the United States, is home to 400+ engineering firms and 1300+ manufacturing firms with annual receipts of 24 billion dollars. The College has a long history of industrial collaboration and research support. More information about the College can be found at http://uwm.edu/engineering/
We promote excellence through diversity and encourage all qualified individuals to apply.
Job Summary
  • Provides general administrative support, while exercising discretion, to the administrator of a department or division of the institution or to the administrator of multiple institution programs, services, and activities.
  • Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations.
  • Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums.
  • Prepares and audits complex records, edits documents, and reviews work done by others.
  • Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures.
  • Develops, implements, and maintains methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures.
  • Reception and support of the Office of the Associate Dean — Recruit, train and supervise student reception staff for College of Engineering & Applied Science (CEAS) Student Services. Provide reception and scheduling services for the Associate Dean for Academic Affairs. Support the office of the Associate Dean with triaging and tracking student, staff, and faculty issues brought to the office of the Associate Dean via different communication routes.
  • Assist with and support CEAS Class Scheduling — With guidance from the Associate Dean and Assistant Dean: obtain proposed course schedules from department chairs; enter the schedules in the scheduling system; identify likely schedule conflicts and work with the chairs and Assistant Dean resolve them; assist with schedule changes including open/closed status, room assignments, instructor assignment, and course day and time.
  • Assist with CEAS Academic Governance Committees — Assist with scheduling and agenda distribution for CEAS academic governance committees such as the Committee on Academics and the Scholastic Appeals Committee. Attend meetings and help distribute minutes. Manage the transmittal of governance decisions between the committees, the CEAS Faculty via the Associate Dean and CEAS Secretary, and then to relevant campus committees. Maintain a repository of committee minutes and a reliable record of the status of course and program proposals and student appeals.
  • Support CEAS Graduate Program Office (GPO) — With the help of student hourlies, assist GPO staff with graduate admissions, maintenance of records and folders, generating letters. Implement the graduate award steps and processes, including foundation fellowships and other graduate awards. Create capstone sections for graduate students in the CLSS system.
  • Support CEAS STEM Outreach Efforts — Support CEAS STEM Outreach activities in general. Assist with hiring outreach staff, both internal and external. Help organize training for outreach staff. Assist with event scheduling and acquisition of supplies and resources, including working with residence halls and food services. When needed, directly assist with executing event activities.
  • Assist with Data Collection and Compilation — Assist the Associate Dean for Academic Affairs and the Assistant Dean of Student Services with academic data collection efforts such as for (but not limited to) ASEE, ABET, HLC, and US News data reporting; graduate student headcount and graduations, especially for the PhD in Engineering and MS in Engineering; departmental student credit hours, undergraduate retentions, student success, and research metrics used for college and department budgeting, program accreditations, and grant proposals.
  • Assist with student recruitment efforts – Assist the Associate Dean for Academic Affairs with student recruitment from both domestic and international spaces. Assist with orientation and onboarding of international students.
  • Other Duties as Assigned
Minimum Qualifications
Minimum Qualifications:
  • Minimum of 2 years’ experience in an administrative support role
  • Advanced Proficiency in Microsoft Office suite (ex: Outlook, Word, Excel)
  • Evidence of excellent written communication skills
  • Experience in providing good customer service
Preferred Qualifications
Preferred Qualifications:
  • Experience in office management duties
  • Experience working in an academic environment
  • Experience in recruitment logistics; coordinating candidate visits and scheduling interviews, and creating itineraries
  • Knowledge of and ability to follow policies and procedures related to an academic environment
  • Evidence of ability to be flexible, creative, and adaptive in a changing environment
Target Salary Range $23.00/ Hour
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 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
Application Instructions
Interested applicants are required to apply online and provide:
  • A cover letter addressing your education/experience as it applies to all minimum and preferred qualifications
  • A resume
  • A document listing the names, position, and contact information (phone & email) for three professional references.


In instances where the Search and Screen Committee is unable to ascertain from a candidate’s application materials whether they meet any of the qualifications, they will be evaluated as not meeting such qualifications.
The review date for this position is April 22, 2024. Applications received after April 21, 2024, will not receive consideration. The complete application package must be submitted online at: https://jobs.uwm.edu/postings/38636
Application Deadline 04/21/2024
Continuous (Open Until Filled?) No
If Continuous, Initial Review Date
Position Contact Name Robert Barry
Contact Phone (414) 251-5349
Contact Email [email protected]
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 [email protected] 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

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