Administrative Assistant II

Employer Location Menomonie, WI Start date Apr , 4 Closing date May , 4

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Job Details

INTRODUCTION :

Administrative Assistant II

This full-time position provides administrative support and office management duties for the Stout Vocational Rehabilitation Institute (SVRI) and is supervised by the SVRI Executive Director.

• This position has primary responsibility for answering phones; providing office coverage; processing and coordinating time and effort reports;
• fiscal and client data entry; processing bank deposits; running reports; setting up and facilitating staff travel and professional conference attendance;
• scheduling and setting up meetings; coordinating billing and collections procedures; facilitating recruitments and onboarding;

and managing the overall office operations of SVRI. This position works closely with the SVRI leadership team, academic departments, and other university department staff to ensure the smooth and efficient operation of SVRI.

Official UW Title : Administrative Assistant II

link to standard job description

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 the internet)
• 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
• Previous experience with performing general accounting and / or travel reporting tasks within the UW system or another state agency

RESPONSIBILITIES

Office Management and Administrative Assistant Duties

• Responsible for office coverage, answering phones, and providing customer service to facilitate effective and efficient SVRI office operations.
• Provide Administrative Assistance to the SVRI leadership team including assisting the Executive Director with coordination of meetings, scheduling, and other administrative duties as assigned.
• Provide data entry on fiscal and client data bases.
• Provide Administrative Assistance as requested in the development and dissemination of SVRI correspondence.
• Provide leadership in streamlining office processes, procedures, and practices to ensure efficient and effective office operations.
• Communicate and coordinate with other university units to submit work orders, report building safety issues, and support efforts to embrace diversity and inclusive welcoming environments at SVRI.
• Arrange for, coordinate, and process SVRI staff travel requests, reimbursements, reservations, and reporting.
• Utilize the SVRI purchasing card to register the SVRI leadership team for national conferences and process payments in accordance with SVRI and UW-Stout policies and procedures.
• Coordinate, facilitate, and manage the monthly processing of SVRI staff Time and Effort reports in compliance with grant and contract provisions.
• Responsible for overall clerical operations of SVRI.
• Coordination of staff recruitments and record keeping in TAM.
• Coordinate and supervise the integration of scheduling SVRI as needed.
• Coordinate and monitor the workflow and related activities of graduate students and staff providing services to the public.
• Responsible for the coordination and facilitation of inventory processes and systems to ensure the proper use of university resources.
• Initiate and / or prepare various reports, requisitions, forms, etc.; request and receive information from various university offices as necessary;

keep current with university procedures, regulations, strategic goals, and institutional values.

• Organize and maintain confidentiality of all SVRI records.
• Monitor and coordinate responses to the general SVRI email address and voicemail.
• Maintain a current working knowledge of Microsoft Office Suites, and other campus programs needed to carry out this position.
• Maintain records in accordance with the Public Records Laws and guidelines.
• Respond to requests for clinical records from outside agencies in a manner consistent with legal and ethical guidelines.
• Attend trainings for professional development as offered on campus.
• Comply with recognized environmental health and safety practices.
• Other administrative support duties as assigned.

Financial Administrative Support

• Record payments, data entry, and process bank deposits on SVRI received revenue in coordination with the SVRI Accountant.
• Reconciliation of accounts on a monthly basis.
• Collect, record fees, and process general operations receipts.
• Prepare and develop specific reports pertinent to the SVRI budgets as requested.
• Recommend annual and long-range budget items.
• Work directly with the SVRI Executive Director and Accountant in maintaining the most effective and efficient means of operation for the Institute.
• Develop and maintain an efficient billing process, invoice processing, and deposit records.
• Maintain a working relationship with other budget offices on campus.
• Maintain and supervise confidentiality and security of financial and client records.
• Maintain an up-to-date manual detailing budget procedures.

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 years.

APPLICATION INSTRUCTIONS

Applications received by end of day, / / 4 are ensured full consideration. Applications submitted after / / 4 may be reviewed at the discretion of the search committee.

To apply, click on the APPLY button or go to :

Required application materials :

• Cover letter (* See below)
• Resume
• Names and contact information for a minimum of three (3) professional references
• Please use your cover letter to speak to each of the Minimum / Required

Last updated : 2024-04-28