|| Provide administrative support to the Vice Chancellor of Student Affairs.
1. Serve as the Vice Chancellor's liaison to UW System administrators, legislators, State agency officials, local government officials, national educational associations, business leaders, and community leaders and organizations for the purpose of arranging for the successful communication of information among the Vice Chancellor's office and the above constituents.
2. Serve as a resource person to individuals calling or visiting the Vice Chancellor. Respond to inquiries through verbal or written communication. Draft responses for forwarding under own or the Vice Chancellor’s signature.
3. Request information from various sources within and outside the UW System. Collect analyze, and tabulate materials gathered, preparing reports. Conduct research or investigations to assist the Vice Chancellor in preparing final replies to University officials, university departments, the UW System Board of Regents, other UW institutions and other agencies.
4. Draft and finalize all correspondence, statistical data, and reports for the Vice Chancellor's review. Edit for technical writing accuracy, appropriateness and style. Finalize and distribute completed documents.
5. Independently coordinate the Vice Chancellor's calendar of meetings, appointments, commitments, and travel, using initiative and discretion to anticipate and avoid scheduling conflicts in the Vice Chancellor's calendar.
6. Schedule the Vice Chancellor's staff meetings, identifying and inviting participants. Record notes during the Vice Chancellor's staff and other meetings, circulating the prepared and edited notes to all invited participants. Prepare meeting agendas and reserve meeting space.
7. Initiate the Vice Chancellor's responses to deadlines; maintain a calendar of both the dates and the sources (e.g., on-campus, UW System, State of Wisconsin, City of Oshkosh, etc.) of said deadlines; monitor progress on meeting those deadlines and what documents/responses are required.
8. Respond to callers and visitors requesting meetings, or to reschedule meetings, with the Vice Chancellor. Independently estimate appropriate length of time to set aside for meetings. Select and prepare materials for meetings. Determine when meetings may be schedule with Administrative Services staff members other than the Vice Chancellor, and respond accordingly and tactfully.
9. Develop and maintain a comprehensive filing and retrieval system allowing the incumbent to have resources available from which to gather data and answer questions, and to assist others in directing them to and suggesting various other resources and sources of information.
10. Read and review all incoming mail for the Vice Chancellor. Bring high priority and time-critical mail to the attention of the Vice Chancellor. Disseminate timely information to Student Affairs staff members. Recommend action regarding sensitive and confidential correspondence and reports.
11. Complete other duties as assigned.
Serve as office manager for the Student Affairs' office and Dean of Students’ office.
1. Support personnel functions, preparing and maintaining position descriptions, performance evaluations, and other sensitive personnel issues as directed by the Vice Chancellor or Dean of Students.
2. Track vacation requests, calendaring them and ensuring adequate coverage in all areas.
3. Review and record staff members' Time and Absence hours as assigned.
4. Coordinate new Division hires, acclimating personnel to the Division; facilitate transfer, resignation, and retirement requests; oversee support staff evaluations, renewals/non-renewals, and title changes.
5. Serve as lead-worker for the permanent staff member and student employees responsible for ensuring front desk coverage throughout normal business hours in the Dempsey Hall suite of offices. Provide front desk coverage in the absence of that staff member.
6. Maintain a high level of proficiency with Microsoft Office software applications (e.g. Excel, Word, PowerPoint, etc.), calendaring and other software applications.
7. Represent the Vice Chancellor's office at seminars and workshops which present updated technologies and current changes in elements and applications; make recommendations regarding new equipment purchases after researching cost, availability and adaptability to the Division's present system. Train and inform support staff of new features.
8. Provide supplementary software support for other units reporting to the Vice Chancellor.
9. Direct purchase and maintenance of personal computer equipment and software, photocopy machine, office equipment, furniture and fixtures. Determine availability of funds for major and minor purchases. Authorize requests for purchases, processing purchase orders, pay vouchers, work orders, etc.
10. Delegate the maintenance of the Division's website, periodically reviewing it for accuracy, including but not limited to the area of the list of Division staff members.
11. Hire, train and supervise the permanent staff member and student employees in the Student Affairs office.
12. Delegate office duties as necessary to complete processes in a timely manner.
13. Complete other duties as assigned.
Maintain financial programs and functions.
1. Process and oversee acquisitions made with Student Affairs’ office and Dean of Students office procurement cards. Track expenditures to assure compliance with Purchasing guidelines. Maintain records to ensure that financial accountability standards are met.
2. Track, maintain, and monitor divisonal accounts as directed by the Executive Director for Campus Life, providing detailed and summary reports; specifically monitoring the Student Affairs and Dean of Students unit accounts.
3. Maintain Student Affairs’ office and Dean of Students’ office physical and surplus property needs.
4. Complete other duties as assigned.
Provide administrative support to the Division in gathering and handling confidential information.
1. Facilitate personnel-related activities, including serving on or providing support to search and screen committees as assigned across the Division.
2. File and maintain correspondence of a highly confidential nature such as matters related to possible legal actions and other potential job actions and options within Student Affairs; salary recommendations; promotions/contract renewals or non-renewals; and other confidential concerns as they arise within the Division of Student Affairs.
3. Complete other duties as assigned.
Plan Student Affairs events such as workshops, retreats, receptions, celebrations and other types of meetings and gatherings.
1. Contract for room reservations and food service, determining and initiating methods of payment through appropriate accounts for services rendered.
2. Reserve audio-visual equipment, prepare well-organized agenda, and research and compile relevant backtround information and materials.
3. Direct duplication and distribution of event materials to participants for review.
4. Compose and send event reminders, arranging for off-campus visitor parking, meals and lodging.
5. Complete other duties as assigned.
|| 1. Well-developed ability to:
a. write clearly and accurately, using correct grammar and punctuation
b. articulate clearly and concisely
c. work efficiently and effectively with administrators, faculty, staff, students and their families, co-workers, and the general public
d. understand and provide excellent customer service
e. handle information and records with discretion and to maintain strict confidentiality
f. accomplish work within deadlines while meeting customer service standards, including the ability to successfully deal with frequent interactions with a variety of customers, frequent interruptions by phone and personal inquiries, and lengthy periods of intensive, detail-oriented work
g. collect, format, report, and use statistical and written data
2. Proficiency in the use of computers, including Microsoft Office software applications (e.g. Excel, Word, PowerPoint, etc.), calendaring, and other software applications
3. Experience successfully planning events and making travel arrangements
4. Ability to exude a high level of professionalism through strong interpersonal communication skills.