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University Staff Council: Administrative Assistant III

UW-Eau Claire – Eau Claire Campus

Part Time, Staff

  • Official Title: Administrative Assistant III
  • Job ID: #18277
  • 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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University Staff Council: Administrative Assistant III

A 30% part-time (12 hours per week) University Staff position is available to serve as Administrative Support to the University Staff Council beginning May 2, 2022, or as soon as possible thereafter. The working title for this assignment is “Administrative Assistant” with an official title of “Administrative Assistant III.” This is an expected-to-continue assignment, which requires a six-month probationary period. This position is a non-voting, ex-officio position. The incumbent of this position may vote in situations where the full University Staff is able to vote but not in Council or Committee meetings. The salary will be commensurate with experience and qualifications, with a minimum salary of $17.00/hour. The work schedule for this position is expected to be within the hours of 7:45 am to 4:30 pm, Monday through Friday, and a hybrid/remote work schedule may be available.

MINIMUM QUALIFICATIONS:

  • Demonstrated knowledge of standard office operations, including the ability to handle time-sensitive and confidential information.
  • Demonstrated and proficient operational knowledge of MS Office Suite and proven ability to learn new systems, software, and processes quickly.
  • Demonstrated strong interpersonal skills and ability to communicate effectively both verbally and in writing, including exceptional listening skills.
  • Demonstrated ability to work in an environment committed to diversity, equity, and inclusiveness.

PREFERRED QUALIFICATIONS:

  • Proven ability to learn how to create agendas for monthly meetings and take accurate meeting minutes as well as learn basic Robert’s Rules of Order.
  • Proven organizational and analytical skills, and manage projects with the ability to prioritize work, meet deadlines, and maintain confidentiality while working with sensitive information.
  • Proven ability to work independently and take initiative, with little direction from unit supervisor, in a fast‑paced, high-volume environment with emphasis on accuracy and timeliness.

DUTIES: This position provides administrative support to the University Staff Council (USC) and committees. This position provides continuity to University Staff Council and committees and orients new members in their responsibilities as membership changes annually. This position must establish strong, supportive, and collaborative working relationship with University Staff Council leadership. This position is a non-voting, ex-officio position. The incumbent of this position may vote in situations where the full University Staff is able to vote but not in Council or Committee meetings.

PROGRAM ASSISTANT TO THE UNIVERSITY STAFF COUNCIL

  • Attend all University Staff Council and University Staff Council Executive Committee meetings for the purpose of taking meeting minutes.
  • Ensure meetings are published in compliance with Wisconsin Open Meeting Law; serve as a resource for open and closed meeting policies and procedures.
  • Timely preparation and distribution of any materials needed for Council and Executive Committee meetings.
  • Maintain accurate records and coordinate retention of all Council documentation, including meeting minutes and agendas.
  • Manage Membership spreadsheet and term end dates for council and committee members.
  • Coordinate annual elections following documented procedures.
  • Coordinate meeting/event space as needed.
  • Attend meetings/events as requested.
  • Other duties as assigned.

ACCOUNTING

  • Manages and reconciles University Staff Council budget including verifying payment of bills and obligations.
    • Assists Professional Development Committee with payments.
  • Provides summary of account activity to Council prior to and at monthly meetings.
  • Keeps Funding Committee members informed of funding availability.
  • Tracks Foundation Funding; donations and expenses.

WEBSITE AND COMMUNICATIONS

  • Effective management of the Council’s email account in coordination with Council leadership.
  • Send welcome emails to new Council and Committee members.
  • Serve as the primary resource for distribution of correspondence to any segments of the University Community.
  • Serve as the primary resource for maintaining the University Staff Council public website and SharePoint intranet site.
  • Manage the user membership of University Staff Council distribution lists.
  • Manage all Microsoft Teams groups related to Council and Committees.

COMMITTEE ROLES

  • Serve as ex-officio and non-voting member of Funding and Nominating committees.
    • Funding Committee
      • Convene first meeting of University Staff Funding Committee to provide instructions and critical deadlines.
      • Keeps Funding Committee members informed of funding availability.
    • Nominating Committee
      • Convene first meeting of University Staff Nominating Committee to provide instructions, notice of vacancies, and critical deadlines.
      • Coordinate annual elections following documented procedures
      • Coordinate filling of non-routine vacancies in an efficient manner following Bylaws.

THE UNIT: The University Staff Council (USC) works with campus leadership to offer an effective partnership with colleagues from all campus employee groups in support of the University's mission. The USC serves on behalf of all University Staff (represented and non-represented, limited term and project appointment employees). The USC coordinates and promotes professional development opportunities through education, training, and communication.

UNIVERSITY and EAU CLAIRE COMMUNITY: UW-Eau Claire, an institution of approximately 11,500 students and 1,200 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. To learn more about UWEC, visit https://www.uwec.edu/human-resources/employment-opportunities/why-uwec/ .

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 Website: 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 "Username" and "Password" and select "Login."

Click the link to the University Staff Council: Administrative Assistant III (Job ID 18277) 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 use your letter of application to speak to each of the Minimum/Preferred 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.

Please direct requests for additional information to:

Nicole Owen – owenna@uwec.edu

To ensure consideration, completed applications must be received by May 9, 2022. However, screening may continue until the position is filled. 

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).