Administrative Specialist

River Falls, WI
Jun 12, 2019
Job Type
Full Time

Outstanding benefits, a beautiful campus environment, and a friendly work setting make UW-River Falls a great place to start or advance your career.

The University of Wisconsin River Falls, a member of the University of Wisconsin System, is located in scenic west central Wisconsin, 30 miles from the multi-cultural, multi-ethnic cities of Minneapolis and St Paul. Year-round arts, cultural and recreational events are easily accessible from River Falls. UWRF's 6,100 undergraduate and graduate students pursue degrees in four colleges: Arts and Sciences, Education and Professional Studies; Agriculture, Food and Environmental Sciences; and Business and Economics.

The University provides an excellent environment for learning, emphasizing the importance of faculty-student interaction in classrooms, laboratories, academic advising, and co-curricular activities. A favorable student-faculty ratio affords opportunity for meaningful interchange between faculty and students. Strong interests in teaching, research and community service are highly valued.

The Position:
The Chancellor's Office Administrative Assistant is an accomplished professional who performs a variety of administrative duties, including responsible customer-service and complex, confidential administrative support functions. The Chancellor's Office Administrative Assistant provides support to both the Chancellor and the Chancellor's Executive Assistant and serves as front reception for the Chancellor's office. The successful candidate will have exceptional organizational skills, excellent oral and written communication skills, outstanding interpersonal skills and flawless attention to detail. They will demonstrate independent decision-making abilities, a highly-professional demeanor and will perform all assigned duties with tact, accuracy and efficiency. This position supervises student assistant staff and reports to the Executive Assistant to the Chancellor. Anticipated Appointment date: August 19, 2019.

Specific Duties and Responsibilities
*Responsible for reliable administration of Chancellor's Office (60%)
*Provide administrative support directly to the Chancellor and Executive Assistant; ensure strict confidentiality is maintained as appropriate.
*Serve as primary point of contact for the Chancellor's Office; employ positive customer service practices and promote a positive image of the University in receiving visitors, responding to inquiries, providing information and referring or resolving problems.
*Manage the Chancellor's calendar, which entails: scheduling meetings, coordinating schedules and developing itineraries with on- and off-campus participants, including international dignitaries, elected officials or high-ranking executives. Make room reservations and preparations, address audio/visual and teleconferencing needs, manage event planning and catering, etc. as requested.
*Manage incoming and outgoing correspondence; prepare formal communications; review, proofread and edit materials.
*Make travel arrangements and reservations for the Chancellor and Executive Assistant; manage subsequent timely expense reporting.
*Provide occasional administrative support (meetings, correspondence) to the Executive Assistant and other leadership offices as requested.
*Become a well-versed and authoritative resource on UW-River Falls, UW-System and Board of Regents policies, procedures and best practices.
*Support administrative interactions with the Chancellor's Cabinet and direct reports.

Serve as Office Manager for the Chancellor's Office
*Assist Executive Assistant in oversight of expenditures from Chancellor's Office budget; effectively use internal budgeting system (WISDM) to track expenses.
*Supervise student assistant staff in the Chancellor's Office.
*Promote improvement of Chancellor's office practices, when needed.
*Maintain accurate and complete records, reports and filing systems.
*Track deadlines, follow up actions and requests for feedback and input.
*Oversee inventory of office supplies and ensure necessary materials are ordered and available.

Provide strategic support to the Chancellor and the Executive Assistant on other duties as needed
*Participate in planning and execution of special events (i.e. Chancellor's Awards ceremonies; Commencement), independently or in coordination with the UWRF Special Events Planner.
*Assist in management of strategic projects; conduct research, compile data and prepare reports as requested.
*Exercise independent judgment concerning matters requiring the Chancellor's or the Executive Assistant's attention and engage them as needed.
*Be responsive to evolving position, office and organizational needs.
*Remain current concerning problems, situations and conditions of special interest to the campus.
*Participate in professional development, as consistent with personal and organizational goals.
*Manage other responsibilities as assigned.

Qualifications Required:
*Minimum associate degree.
*5 years of relevant experience.
*Excellent communication and editing/proofing skills.
*Strong interpersonal skills; ability to interact with a broad variety of individuals.
*Exceptional customer service skills.
*Highly organized, efficient and accurate; strong attention to detail.
*Professional demeanor; able to respectably represent the highest-ranking office at UW-River Falls.
*Ability to maintain strict confidentiality.
*Strong, independent problem-solving abilities; ability to understand and apply policies with good judgment.
*Ability to maintain focus and productivity in an environment subject to interruption or unexpected changes in priority.
*Commitment to the educational mission and core values of UW-River Falls.
*Proficiency in Microsoft Office software.

Qualifications Preferred:
*Bachelor's degree.
*Experience in higher education.
*Experience in a high-ranking executive administrative assistant position.
*Familiarity with UW System or UW-River Falls.
*Familiarity with AP Style guidelines.

Click Apply for all the details to be considered. Applicants must apply electronically. Initial review of applications will begin upon receipt. For full consideration, applicants should submit all required materials by July 3, 2019. A criminal background check will be completed on final candidates.
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. sec. 19.36(7).

UW-River Falls Diversity Statement: We declare that diversity and inclusivity are core values. We dedicate ourselves to build a culture grounded in principles of equity, social justice, and excellence. We fundamentally affirm and embrace the multiple identities, values, belief systems, and cultural practices of all individuals and communities. We will address fundamental issues of bias, discrimination, and exclusion.

The University is committed to creating an educational community which enhances student awareness and appreciation of diverse ethnicities and cultures and identities which actively supports tolerance, civility and respect for the rights and sensibilities of each person without regard to economic status, ethnic background, political views, sexual orientation, or other personal characteristics or beliefs. Awareness of and sensitivity to diverse ethnic and cultural heritages are especially sought in applicants.

UWRF is an equal opportunity, affirmative action employer subject to all state and federal regulations pertaining to non-discrimination based upon sex, gender identity or expression, sexual orientation, race, color, national origin, religion, disability, marital status, age, arrest and/or conviction record, veteran status, and membership in the national guard, state defense force, or any other reserve component of the military forces of the United States or the State of Wisconsin. All persons, especially women, persons of color, people with disabilities and protected veterans are encouraged to apply. Employment is subject to federal laws that require verification of your identity and legal right to work in the United States as required by the Immigration Reform and Control Act.

For a copy of the UWRF campus safety information, see or call University Police at (715) 425-3133 for a paper copy. This material includes crime statistics (Annual Security Report) and information on crime prevention, sexual assault, and drug/alcohol issues.

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