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Administrative Assistant & Accounts Payable Coordinator

UW-Eau Claire – Eau Claire Campus

Full Time, Staff

  • Official Title: University Services Program Associate
  • Job ID: #17344
  • Date Posted:
  • Apply by: | To ensure consideration, completed applications must be received by deadline. However, screening may continue until position is filled.
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Administrative Assistant & Accounts Payable Coordinator

POSITION: A full-time, university staff (hourly) position is available in the Alumni/Development Unit beginning August, 2021. The working title for this assignment is Administrative Assistant to the UW-Eau Claire Foundation and Accounts Payable Coordinator with an official title in the University Services Program Associate title series.  This is a renewable assignment, contingent on performance and funding. The salary will be commensurate with experience and qualifications.

MINIMUM QUALIFICATIONS: Experience working in an administrative, clerical support or business services role required. Experience working in accounts payable is a significant benefit.  Strong organization, oral and written communication skills. Demonstrates proficiency with word processing, Excel spreadsheets, constituent databases, e-mail, and using the internet. 

PREFERRED QUALIFICATIONS: Ability to multi-task, understand spread sheets and bill paying processes, and close attention to detail is desirable. Experience working in higher education and/or fundraising is a plus. Valid U.S. driver’s license. Demonstrates commitment to diversity, equity, and inclusiveness.

DUTIES: Reporting to the Director of Operations, the Administrative Assistant to the UW-Eau Claire Foundation and Accounts Payable Coordinator is responsible for greeting visitors and welcoming donors, alumni and other constituents to the Alumni/Foundation offices in the Flesch Family Welcome Center. The incumbent also handles all accounts payable functions of the Foundation leading up to check processing. The incumbent provides administrative support primarily to the Foundation President and Director of Major Gifts, as well as other gift officers. This includes preparing, mailing and auditing contact reports and assisting with trip preparation. The incumbent prepares daily acknowledgement letters, pledge reminders and other communication for the Foundation President, Director of Major Gifts and other gift officers. 

THE UNIT: The unit of Alumni/Development consists of 21 staff members and is responsible for all alumni and donor outreach with the intended outcome of generating private support for the benefit of the University of Wisconsin-Eau Claire. This includes, but is not limited to, visiting alumni and friends around the country, cultivating, soliciting and stewarding donors for annual and major gifts to the UW-Eau Claire Foundation. Also communicating with alumni and friends about the University and its activities to sustain a base of passionate alumni and friends eager to support the university and its mission. The unit is preparing to embark on a major fundraising campaign to increase private support of the University’s mission and strategic objectives.

UNIVERSITY/EAU CLAIRE COMMUNITY: UW-Eau Claire, an institution of approximately 11,500 students and 1,400 faculty and staff, is consistently recognized as a top comprehensive university in the Midwest and is widely known as a leader in faculty-undergraduate research and study abroad. We strive for excellence in liberal education and select graduate and professional programs through commitment to teaching and learning and dedication to our core values of diversity, sustainability, leadership, and innovation.

The City of Eau Claire, situated at the confluence of the Chippewa and Eau Claire rivers, is at the center of a metropolitan area of approximately 100,000 people located 90 miles east of Minneapolis/St. Paul. The area features beautiful parks and trails, strong public schools, a vibrant arts scene and local food culture, and abundant recreational opportunities.

APPLICATION PROCEDURE: Applications are submitted electronically. Please follow instructions found on the following UW-Eau Claire Web site: https://www.uwec.edu/job-postings/ .You must create an account and login before you can apply.  If you have not yet registered, click on the "Click here to Register" link to begin the registration process. If you are already a registered user, input your "User Name" and "Password" and select "Login."  Click the link to the Administrative Assistant & Accounts Payable Coordinator position (Job ID # 17344) and then click the "Apply Now" button to submit your application electronically.  Your application will not be considered complete until all required documents are attached, and all required fields are completed.  Please be sure you have included the following in PDF format:

  • Letter of application
  • Resume
  • Names and contact information for three references.

Please direct requests for additional information to

Lori Maassen, UW-Eau Claire Director of Operations, at maassell@uwec.edu.

To ensure consideration, completed applications must be received by August 17, 2021.  However, screening may continue until position is filled. The university reserves the right to contact additional references with notice given to the candidates at an appropriate time in the process. Employment will require a background check. Employment will also require you and your references to answer questions regarding past conduct related to sexual violence and sexual harassment.

The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. §. 19.36(7).

The UW-Eau Claire Police Department is dedicated to maintaining a safe and secure environment for learning and working. Although crime at the University of Wisconsin-Eau Claire is  limited, the   University Police want students, faculty and staff to be aware of crime on campus and the area surrounding the campus. The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act is a federal law that requires colleges and universities to disclose annual information about campus crime.  Visit Campus Security and Fire Report  (https://www.uwec.edu/files/8/annual-security-report.pdf) .  Also visit our Campus Security Authority policy (https://www.uwec.edu/files/787/CleryCompliancePolicy.pdf).

UW-Eau Claire is an AA/EEO/Veterans/Disability employer dedicated to enhancing diversity, equity, and inclusion.

The UW-Eau Claire Police Department is dedicated to maintaining a safe and secure environment for learning and working. Although crime at the University of Wisconsin-Eau Claire is limited, the University Police want students, faculty and staff to be aware of crime on campus and the area surrounding the campus. The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act is a federal law that requires colleges and universities to disclose annual information about campus crime. Visit Campus Security and Fire Report. Also visit our Campus Security Authority(CSA) policy.

UW-Eau Claire is an AA/EEO/Veterans/Disability employer dedicated to enhancing equity, diversity, and inclusion.

The University reserves the right to contact additional references with notice given to the candidates at an appropriate time in the process. Employment will require a background check. Employment will also require you and your references to answer questions regarding past conduct related to sexual violence and sexual harassment.

The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. §. 19.36(7).

The University of Wisconsin System is engaged in a Title and Total Compensation (TTC) project to redesign job titles and compensation structures. As a result of the TTC project, official job titles on current job postings will change in November 2021. Job duties and responsibilities will remain the same. For more information please visit: wisconsin.edu/ohrwd/title-and-total-compensation-study/.