Administrative Assistant III

Administrative Assistant III

Reporting to the Department Chair, provide administrative support for the academic operations of the Department of Communication. This position assures that the needs of the department are served and support is provided in areas that include comprehensive departmental operation, financial planning and administration, personnel administration, instructional activities, and liaison with other campus offices. This position requires independent judgement and decision-making skills. Acts as lead worker to the front office Administrative Assistant.

Key Job Responsibilities:

• Office Management
• Perform administrative duties and manage the department office. Decide on priorities and organize office work for the Department of Communication faculty, part-time lectures, and graduate teaching assistants.
• Develop and update guidelines for efficient functioning of the Department of Communication office and support staff. Recommend and initiate changes in various office procedures to facilitate efficiency.
• Serve as administrative assistant to the Chair; liaise with the Dean's office, other UWM offices, faculty, staff, students, and the public. Advise on deadlines and manage appropriate correspondence for the Chair.
• Act as liaison with L&S Administrative Office, Graduate School, and other offices.
• Act as liaison for UW-System and University units while audits are being conducted for campus units and outside vendors for procurement of departmental equipment and supplies.
• Archive department records in accordance with UWM records management policies and dispose of documents according to University regulations.
• Inform departmental graduate assistants and new instructors about department policies, office space, keys, copier, and computer and equipment usage.
• Assist faculty and graduate students in complying with University policies and procedures for spending and travel.
• In the absence of the front office Administrative Assistant, assist visitors, answer phone calls, and respond to student inquiries.

Personnel

• Provide support for faculty and staff recruitment processes as needed, coordinate recruitment steps with Chair and Letters & Science Human Resources.
• At the request of the Chair, initiate requests of reappointment for part-time/ad hoc academic staff. Manage the rotation of unclassified appointment contracts.
• Maintain faculty, ad hoc, classified, LTE, and student personnel files.
• Coordinate appointments and create annual TA and ad hoc contract letters for all new and returning graduate teaching assistants. Prepare and process all required paperwork.
• In compliance with federal regulations, distribute I-9 forms and audit newly completed forms for accuracy of information. Recertify personnel for any lapse of employment, change in status or title. Track certification and proper Visa status for Foreign Nationals.
• Maintain Department email reflector lists and facilitate access to Department materials (Ufiles, Teams, etc.) for new faculty, lectures, and graduate students.

Budget

• Work with department Chair to prepare and maintain instructional and academic budgets.
• Monitor all departmental accounts. This includes all supply and expenses, instructional equipment replacement, salary (FTE, GTA, etc.) budgets, as well as UWM Foundation accounts, grants, records on awards and program revenue.
• Recommend annual allocations, monitor expenditures, make necessary adjustments, reconcile department records against the accounting system and resolve discrepancies, and prepare reports for Chair's review.
• Serve as delegated signature authority over all Supply & Expense expenditures, salary forms, and invoices.
• Track expenditures and paperwork for campus events that include conferences, colloquia, and prospective student visits. Initiate and help manage necessary forms.
• Coordinate all paperwork concerned with travel for faculty and graduate students. Prepare reports for reimbursement for travel expenses, travel and purchase authorizations, and authorized pre-payments.
• Review all Supply & Expense expenditures for accuracy and compliance with University rules and regulations.
• Prepare and track spending authorizations.
• Prepare any external requisitions when necessary.
• Manage the department copier account.

Purchasing

• Function as the Procurement Credit Card Coordinator for the Department for purchases up to $2,000.
• Use and manage the department procurement card to make purchases consistent with UWM purchasing policy.
• Keep a log of all Purchasing Card (P-Card) purchases and receipts.
• Audit monthly statement for accuracy.
• Verify delivery of merchandise.
• Audit the University financial system.
• Order office supplies from University contract vendors.
• Inventory supplies.
• Advise faculty and staff on procurement policies and procedures.
• Facilitate the resolution of any purchasing issues with appropriate University offices and external vendors.
• Coordinate with the appropriate UWM office for purchases beyond Administrative Assistant III's jurisdiction.
• Prepare requisitions.
• Verify delivery of merchandise.
• Conduct follow-up inquiries regarding purchases and resolve delivery problems.
• Audit the UWM financial system.

Coordination of Academic Program Operation

• Work with Chair in assembling the department schedule of classes for each semester. Prepare semester schedule of classes for final review by the Chair, track and communicate all changes of rooms, cancelations, etc.
• Assist in maintaining compliance with University policies.

Professional Development and Miscellaneous Duties

• Maintain and enhance knowledge of departmental and College operations by attending meetings and keeping abreast of relevant projects and initiatives.
• Maintain and enhance level of knowledge and skills related to operation of new technology including equipment and/or software applications. Periodically review technologies and resources for information sharing, collaboration, and storage and assess potential application to department processes. Discuss potential applications with supervisor.
• Assist with special projects.
• Perform other duties as assigned.
• Ensure the security and confidentiality of records and information; protect against any anticipated threats or hazards to the security or integrity of such records; and protect against unauthorized access to or use of such records or information that could result in substantial harm or inconvenience.

Department:

As an academic unit of the College of Letters and Science and program within the Department of Communication, the Communication Program is committed to the college's mission of helping students develop critical, open minds by exposing them to humanistic and social scientific knowledge. The study of communication provides students with a broad range of critical skills such as thinking analytically, communicating competently, and adapting to diverse, dynamic social and intellectual situations. In pursuing the university's goals, the Department of Communication attempts to empower students by developing their abilities to understand, analyze, engage in, appreciate, and manage communication.

Compensation:

$23.00-$25.00hr (Final salary offer will be determined based on qualifications and experience)

Required Qualifications:

Bachelor's degree

Proficiency in Microsoft Office Suit

Knowledge of standard office practices and procedures

Strong oral and written communication skills

Ability to learn new software and web-based applications

Excellent attention to detail.

Ability to manage multiple tasks and meet deadlines

Ability to communicate effectively with faculty, staff, students, and the general public

Preferred Qualifications:

Knowledge of the College of Letters and Science and University policies and procedures related to academic program administration

Experience effectively using UWM systems including Workday, PAWS, CIM, CLSS, and Slate

Experience with grant administration

How to Apply:

1. Cover letter

2. Resume/CV that addresses your professional level work experience as it relates to all required and preferred qualifications

In instances where the Search and Screen Committee is unable to ascertain from a candidate's application materials whether they meet any of the qualifications, they will be evaluated as not meeting such qualifications.

Contact Information:

Deshanna Taylor

HR Coordinator

View email address on click.appcast.io

University of Wisconsin-Milwaukee