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Administrative Assistant II
Milwaukee, WI
Job Description
Administrative Assistant II
University of Wisconsin - Milwaukee
Position Number: 02374271
Introduction (Description of School/College/Dept/Program)
Job Summary
The SCE is looking for an individual to fill a part-time Administrative Assistant II Project role working for the College for Kids & Teens (CFK&T) summer program. This position will work full time (40 hours per week) during the summer (May 1 to August 30, 2024) and part time (20-30 hours per week) from September 1, 2024, to April 30, 2025. This is an onsite position that will require the incumbent to be present at the UWM main campus daily throughout the summer and at the UWM SCE downtown office the remainder of the time.
This position provides administrative support for CFK&T assisting in summer programming and program administration in connection with the program pre-programming and planning. Reporting to the Director of CFK&T this position will assist with adhering to new procedures concerning student documentation, data collection, and the tracking of all adult interactions with students for the purpose of refining, editing, and creating processes to ensure compliance and that all student, instructor and volunteer information is updated. The position functions with a good deal of independence in terms of daily activities and decision making and requires excellent interpersonal communication skills.
JOB RESPONSIBILITIES INCLUDE:
- Performs a variety of paraprofessional, administrative and complex office management tasks related to the coordination and implementation of public, online and customized programming, including liaison work with other agencies and the public, ensuring compliance with internal procedures, and quality assurance work.
- Generates daily reports for our program in Excel
- Submits weekly Facebook posts to help promote the program
- Maintains instructor's database
- Maintains website to keep information current about classes
- Monitors scholarship candidates and awarding scholarships
- Processes customer service transactions daily with excellent customer service skills
- Sends contracts to instructors and tracks the contacts and other information related to the start of the summer
- Serves as a first point of contact for individuals and groups, provides basic organizational information via phone, in person and through other communication mediums, and routes more complex inquiries to the appropriate entities.
- Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums
- Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures.
- Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision.
PROFESSIONAL ATTRIBUTES:
- Effectively build partnerships and work in a team environment
- Excellent customer service skills
- Ability to remain adaptable and flexible to different situations and changes
- Work effectively under pressure
- Ability to learn new systems, software, and processes quickly
- Problem-solve and implement solutions that foster the mission of SCE
Minimum Qualifications
- High school diploma or equivalent
- Two years of relevant professional experience providing administrative, customer service, and/or data entry services
- Two years’ experience specifically providing customer service or equivalent working with a variety of personalities
- Proficient in Microsoft Office (Word, Excel) Outlook, and other web-based software
- Evidence of excellent communication skills, including telephone and email etiquette
Preferred Qualifications
- Vocational, college, or university attendance and/or degree
- Digital data entry (or equivalent) experience entering data into software and/or relational databases.
- Experience supervising or leading workers and/or activities of groups in a higher education environment.
- Prior familiarity or experience in youth programs K5-12 in the work environment.
- Work experience with youth scholarship management.
- Experience with WordPress and Microsoft Access
- Experience with registration services/software (Ungerboeck/Momentous)
- Experience in course development and teaching for youth programs K5-12
Application Instructions
Applicants must submit:
- A cover letter
- A resume
- The names and contact information for three (3) professional references
All 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.
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 them. Questions about this position should be directed to Angela Broderick at wickhama@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.
To apply, please visit: https://jobs.uwm.edu/postings/38730
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Job Summary
Employment Term and Type
Regular, Full Time
Required Education
High School or Equivalent
Required Experience
2+ years
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