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Firstsource Professional

UW-Eau Claire – Eau Claire Campus

Full Time, Staff

  • Official Title: Administrative Assistant II
  • Job ID: #18338
  • 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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Firstsource Professional

POSITION: A full-time university staff position is available in the ASK Center beginning June, 2022. The working title for this assignment is Firstsource Professional with an official title of Administrative Assistant II.  This is an expected-to-continue assignment which requires a six-month probationary period. The expected hourly hiring salary will be $17.00/hour.

MINIMUM QUALIFICATIONS:

      • Previous work experience in a professional office setting or direct customer service, such as in sales, financial or medical industries
      • Commitment to outstanding service through creative solutions that focus on timely resolution
      • Aptitude to solve problems creatively by questioning, organizing, researching, analyzing, processing and interpreting information
      • Ability to use judgment, discretion, and decision-making skills in dealing with confidential issues.
      • Ability to learn complex University organization, policies and procedures related to position.
      • Ability to execute varied responsibilities effectively and efficiently in a fast-paced environment with frequent disruptions under minimal direction and supervision
      • Excellent interpersonal and communication skills (oral and written) with the ability to interpret and explain information accurately in a courteous, friendly, and concise manner
      • Exhibit high levels of proficiency in web-based programs and other software
      • Ability to deal with and manage conflict effectively

PREFERRED QUALIFICATIONS:  Bachelor’s degree preferred. Familiarity with UW System and UW-Eau Claire travel policy and procedure. Proficiency with a wide selection of business management software (CRM, ERP), Microsoft Office Suite and various business matters such as accounting, marketing, procurement and HR along with demonstrated commitment to diversity, equity, and inclusiveness.

DUTIES:

GENERAL STATEMENT OF RESPONSIBILITIES

  • The Firstsource Professional will ensure a culture of service excellence to provide support for the administrative service needs of faculty, staff, students, and external clients at UW-Eau Claire in phone, email, walk-in and virtual environments.
  • The Firstsource Professional will establish and maintain constructive and cooperative working relationships with clients to provide exceptional customer care.
  • The Firstsource Professional’s primary focus will be on clients’ travel-related needs, including assisting with travel booking, procurement, expense reimbursement, expense reporting and education.
  • The Firstsource Professional will be broadly trained to address inquiries related to purchasing, accounts payable and human resources and will work collaboratively with campus subject matter experts in the areas identified.
  • The work of a Firstsource Professional involves independent and team collaboration to problem solve, improve processes, interpret, and apply policies and procedures related to travel and the administrative functions provided by the ASK Center.
  • The Firstsource Professional team will collaborate to collect, analyze and report metrics data.
  • The Firstsource Professional will have substantial technical decision-making authority and will perform routine, semi-routine and/or complex duties in these administrative areas.

RESPONSIBILITES

    1. Travel planning, procurement and reimbursement services (35%)
      • Assist with individual travel planning and authorization, booking and reimbursement services to faculty, staff, and students
      • Facilitate group travel planning for departments
      • Assist with relocation expense reimbursement for new hires (as directed by Travel Manager)
      • Assist with cash advance requests and receive and receipt returns for cash advance overages
      • Audit procurement travel card logs, receive and receipt repayments and cross-check with related expense reimbursement reports
      • Provide travel training in one-on-one, departmental, and all-campus settings
      • Work in collaboration with Travel Manager to analyze and report metrics data
    2. Administrative support and first contact (25%)
      • Respond within 24 hours to phone, email, web contacts to the ASK Center
      • Provide clients with information or redirection, answer questions and provide satisfactory problem resolution in a timely manner
      • Act as a knowledge resource on all administrative functions included in the ASK Center and general campus services
      • Document on Alemba Service Management (ASM) application daily interactions with clients, create reports for metric analysis
    • Purchasing and Accounts Payable (15%)
      • Audit procurement travel card logs, receive and receipt repayments and cross-check with related expense reimbursement reports. (See Travel planning, procurement and reimbursement services)
      • Facilitate procurement card receiving, recording and dispersal, including education on card usage
      • Be familiar with ShopUW+ application and assist clients with purchases, purchase order creation, direct payments, invoices, etc.
    • Human Resources assistance (25%)
      • Receive and redirect HR-related inquiries
      • Direct new hires to required documentation process, including I-9 Employment Eligibility Verification form and Criminal Background Check via HireRight application; W4 and Direct Deposit on My.Wisconsin.edu; and Glacier paperwork for international employees
      • Provide Firstsource Campus Introduction as part of orientation process

THE UNIT: The Firstsource support team consists of two team members plus supervisor within the Administrative Support + Knowledge (ASK) Center at UW-Eau Claire.

UNIVERSITY and 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: http://www.uwec.edu/EmploymentYou 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 Support and Knowledge Center: Firstsource Professional position (Job ID # 18338) 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:

Shawn Seuferer; seufersr@uwec.edu

To ensure consideration, completed applications must be received by May 27, 2022.  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. 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).