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

75% 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.
• Train SVRI and CSC graduate assistants on policies and procedures of SVRI as necessary.
• 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.

25% 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 50 years.

APPLICATION INSTRUCTIONS

Applications received by end of day, 05/08/2024 are ensured full consideration. Applications submitted after 05/08/2024 may be reviewed at the discretion of the search committee.

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)
• 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 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 of the required application materials, please contact:

Search Coordinator: Bethany Biederman

Phone: 715-232-1410

Email: biedermanb@uwstout.edu

INSTITUTIONAL OVERVIEW

ADDITIONAL INFORMATION

Minimum starting salary of $17.00, commensurate with qualifications, experience and available budget. UW System provides an excellent benefits package including participation in the Wisconsin State retirement plan, demonstrating our commitment to the diverse needs of our employees.

• Benefit Details: https://www.wisconsin.edu/ohrwd/benefits/download/quickguideus.pdf
• Health & Retirement Contributions Estimator | Employee Benefits (wisconsin.edu)

All qualified candidates meeting application requirements will receive consideration for employment and will not be discriminated against. 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. UW-Stout provides equal opportunity to all persons and is committed to inclusive excellence. 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 sexual violence and sexual harassment. Final candidates with previous employment within the UW System and State of WI agencies will be subject to additional reference checks.

Official transcripts required at time of hire.

Must be authorized to work in the United States. Sponsorship is not available 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 maintain 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 University of Wisconsin System 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

Job Family: Staff