What are the responsibilities and job description for the Administrative Assistant I position at University of Wisconsin System?
INTRODUCTION:
Administrative Assistant
Full-time Project Position
Provides administrative office support to SVRI in support of the Disability Innovation Fund federal grant project. This position has primary responsibility for providing clerical and office support to the Director of Education. This position works closely with the SVRI leadership team, UW-Stout academic departments, and other university department staff to ensure the successful execution of the grant project. This position is the primary physical presence of the federal grant in the SVRI office during business hours and is not eligible for hybrid officing or telecommuting. Work environment is determined based on the needs of SVRI and the University of Wisconsin - Stout. This grant funded position ends four years from the start date of the position.
Official UW Title (Code)
Administrative Assistant I (AD001) (Sal. Grade 15) (FSLA Non-Exempt)
QUALIFICATIONS
Minimum / Required
- 3 years of administration/office work experience or an equivalent education and experience (e.g. a two-year associate degree with one year of office work experience)
- Strong written communication skills
- Working knowledge of business software programs (e.g., MS Word and Excel, database/customer relationship management (CRM) applications, and learning management systems)
- Demonstrated attention to detail and organizational skills
- Motivated to provide outstanding service to internal and external customers
- Ability to work independently and as part of a collaborative team
Highly Desired/Preferred
- Demonstrated experience in establishing a climate that embraces equity, diversity, and inclusion
- Excellent judgment including sensitivity to personal and confidential information
- Ability to adapt to shifting priorities and operational needs
RESPONSIBILITIES
Administrative & Clerical Support (90%)
- Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations.
- Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures.
- Tracks, stocks, orders, and inventories office supplies to ensure adequate materials are available for workplace operation.
- Serves as first point of contact for individuals and groups providing basic organizational information via phone, in person, and through other communication mediums, routing more complex inquiries to the appropriate entities.
- Maintain a current working knowledge of Microsoft Office Suites, and other campus programs needed to carry out this position.
- Other duties as assigned.
Marginal Functions (10%)
- Work in conjunction with Director of Education to coordinate grant project deliverables within the grant budget.
- Attend SVRI staff meetings, complete required UW-Stout staff training.
- Attend trainings for professional development as offered on campus.
- Some travel may be required.
DEPARTMENT INFORMATION
The Stout Vocational Rehabilitation Institute (SVRI) serves as a leader to advance innovative programs and practice in disability and employment through partnerships in research, training, education, and services. It strives to be the premier resource for state-of-the-art knowledge, innovation, and services to positively impact people¿s health, employment, and economic stability.
SVRI is located at the University of Wisconsin - Stout in Menomonie and provides solutions to positively impact the future of persons with disabilities and others in the community through services, training, and research.
SVRI has been providing services for over 50 years.
APPLICATION INSTRUCTIONS
Complete applications received by end of day, 2/13/2025 are ensured full consideration. Applications submitted after 2/13/2025 may be reviewed at the discretion of the search committee or until position is filled.
To apply, click on the APPLY button or go to: https://www.uwstout.edu/about-us/careers-jobs
Required application materials:
- Cover letter (* See below)
- Curriculum vitae or resume
All final candidates will be asked to provide names, email contact information, and/or phone numbers for three (3) references, with at least one being from a manager or supervisor, during the interview process.
Please use your cover letter to speak to each of the Minimum/Required Qualifications for this position as listed above. For each required qualification, describe your relevant experience, using specific examples from your work history to illustrate how your experience satisfies the requirement.
Applicants must complete all required fields and attach all required documents prior to submitting the online application.
Note: Once you have attached your materials and submitted your application you will not be able to go into the system and change them.
Before starting the online application process, we recommend you preview the frequently asked questions (FAQs) available at: https://kb.uwss.wisconsin.edu/21900
It is the policy of UW-Stout to provide reasonable accommodation to qualified applicants with disabilities. If you need assistance, or accommodation in applying because of a disability, please contact us using the information below. Employment opportunities will not be denied because of the need to make reasonable accommodation for a qualified individual's disability.
For questions regarding this position or recruitment, please contact:
Search Chair: Elizabeth Gaertner
Phone: 715-232-5652
Email: gaertnere@uwstout.edu
If you need assistance with the online application process or if you submitted your application prior to uploading all the required application materials, please contact:
Search Coordinator: Beth Biederman
Phone: 715-232-1410
Email: biedermanb@uwstout.edu
ADDITIONAL INFORMATION
Minimum starting salary of $17.00 per hour, commensurate with qualifications and experience. A six-month probationary period is required. The Universities of Wisconsin provides an excellent benefits package including participation in the Wisconsin State retirement plan, demonstrating our commitment to the diverse needs of our employees. UW-Stout is certified as a Family Friendly Workplace which recognizes market-leading employers for employee benefits and commitment to supporting children and families.
- Benefit Details: https://www.wisconsin.edu/ohrwd/benefits/download/quickguideus.pdf
- To calculate the estimated value of your total compensation, use the Health & Retirement Contributions Estimator | Employee Benefits (wisconsin.edu)
As a project employee you will not have any layoff rights, transfer or promotion eligibility to permanent university staff positions. You will also be aware of the fact that the law limits project appointments to four years or less on a single project. Funding for a project appointment may be terminated at any time and the appointment of an employee to a project position may also be terminated at any time prior to the project end date.
UW-Stout is committed to nondiscrimination in its employment practices and to equal employment opportunity for all persons and does not discriminate against, harass or retaliate on the basis of race, color, creed, religion, age, sex (as defined in state and federal law), sexual orientation, national origin, ancestry, disability, pregnancy, marital or parental status, genetic information, arrest record, conviction record, military service, veteran status, use or nonuse of lawful products off the employer¿s premises during non-working hours, political affiliation, declining to attend a meeting or participate in any communication about religious matters or political matters, honesty testing, or any other category protected by law.
As an equal employment opportunity and affirmative action employer, UW-Stout welcomes applications from individuals from diverse groups; veterans, individuals with disabilities and from historically excluded populations. At UW-Stout we value our differences and welcome diverse perspectives as we continually commit to developing an inclusive and equitable environment for all employees and students.
Employment is contingent upon the final candidate's completing a criminal background check and being cleared to work by the Human Resources Office. Employment is also contingent upon the final candidate passing reference checks and an essential job function test, as applicable. The reference check process includes asking the final candidate and most recent supervisor(s) questions regarding employee misconduct, sexual violence and sexual harassment. Final candidates with previous employment within the Universities of Wisconsin and State of WI agencies will be subject to additional reference checks.
The University of Wisconsin-Stout does not offer H-1B or other work authorization visa sponsorship for this position. A successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment and for maintaining work authorization throughout the employment term. If you have questions regarding this, please contact our Human Resources office, Phone: 715.232.2149.
In response to a public records request, the Universities of Wisconsin will not reveal the identities of applicants who request confidentiality in their online application, except that the identity of the successful final candidate will be released. See Wis. Stat. sec. 19.36(7).
UW-Stout is committed to providing safety and security of all members of our community in accordance with the Clery Act. For campus safety information and crime statistics visit: https://www.uwstout.edu/life-stout/police-and-parking/clery-information
INSTITUTIONAL OVERVIEW
University of Wisconsin-Stout, Wisconsin's Polytechnic University, offers an unmatched career-focused education that combines applied learning, theory and research with real-world experience that prepares tomorrow's leaders to drive the future of business and industry. At UW-Stout, our students do more than earn a degree-they do on day one. And we are #StoutProud to produce lifelong learners, ethical leaders and responsible citizens who succeed in a global society.
UW-Stout is recognized nationwide for its operational excellence. We were the first and remain the only full four-year public higher education institution in the nation to receive the Malcolm Baldrige Award, and we are dedicated to a process-improvement model that leverages the power of data and the value of our people. We believe in critical thinking and fact-informed decision making. We pursue sustainability in form and function and collaborate across campus and with our partners to solve problems in industry and society. And providing an equitable, diverse and inclusive environment for our faculty, staff and students to live, learn and work is a top priority.
We offer 50 undergraduate degrees, 20 graduate degrees and 30 professional certificates in Art, Design & Graphics; Business & Management; Education; Human & Social Sciences; Information Technology & Communications; and Science, Engineering & Math. Our first-class digital infrastructure and learning environments provide our nearly 7,000 students with every avenue to explore and personalize their success. As the only laptop campus among the 13 Universities of Wisconsin, UW-Stout provides laptops and industry-standard software, open education resources and other technology-driven advantages' all included in on-campus undergraduate tuition and fees. And we invest in people who share our vision to advance our position as Wisconsin's only Polytechnic University and as a regional, national and international leader in higher education.
Be a part of the future at UW-Stout. Learn more at https://www.uwstout.edu/about-us
University of Wisconsin-Stout is located in Menomonie, Wisconsin, a community an hour east of Minneapolis-St. Paul. A pillar of Wisconsin's Chippewa Valley and recognized as one of the best small towns in America, Menomonie provides an idyllic combination of natural beauty, outdoor recreation, boutiques and arts and culture with access to a metropolitan area. For more information about the UW-Stout community and region visit: https://www.uwstout.edu/about-us/our-community
Job Family: Staff
Salary : $17
