Administrative Assistant

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Position Title:
Administrative Assistant

Job Category:
University Staff

Employment Type:
Regular

Job Profile:
Administrative Assistant II

Job Duties:

The Disability Resource Center Administrative Assistant provides administrative support for the Disability Resource Center and is responsible for the day-to-day operations of the Disability Resource Center Front Office. Under the supervision of The Disability Resource Center Director, the Disability Resource Center Administrative Assistant oversees the front office area and is the first point of contact for people visiting The Disability Resource Center. As the co-supervisor for student workers in the office, the Administrative Assistant is responsible for training, scheduling, and assigning job duties in coordination with other staff members. Contact with students, faculty, staff, parents, and others is required of the Administrative Assistant as part of the regular daily duties of the position. The work of the Disability Resource Center directly affects student success, retention, and enrollment management at UWL.

Physical Demands:

• Work performed is subject to extended periods using standard office equipment such as a computer workstation/laptop (keyboard, monitor, mouse) inputting, reviewing and retrieving information; extended periods of viewing a monitor or screen; and using printer, fax, calculator, copier, and telephone.
• Work performed is subject to extended periods of sitting and standing and may be required to sit and/or stand for prolonged periods of time.
• May require travel between campus offices and/or travel to off-campus locations.
• May be required to lift or carry up to 40 lbs.

Working Conditions and Environment:

• Requires availability for occasional weekend and evening work with some overnight travel possible to meet the needs of the department.

The review of applications starts on May 11 . Applications received on or before May 11t h are prioritized and review will continue until the position(s) is/are filled. Initial interviews will be conducted virtually, with shortlisted candidates invited to campus.

UW-La Crosse does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources at View phone number on click.appcast.io.

Key Job Responsibilities:

Campus/Community Involvement:

• Assist in the planning and coordination of activities and special events
• Serve on committees (as appointed by Director) on campus and in the community that support the mission of The Disability Resource Center and the university
• Participate in departmental and division-wide quality improvement efforts and campus service
• Participate in recruitment and community activities
• Represent The Disability Resource Center at events and programs on and off campus

Other duties as assigned by supervisor

Front Office Operations/Data Management:

• Assist/support Disability Resource Center director with clerical tasks
• Answer telephones, make copies, prepare mailings, create documents, take meeting minutes, and other clerical tasks needed for regular office operation
• Schedule student appointments with assigned Disability Resource Center advisor
• Maintain professional front office environment
• Recruit and schedule work study students assigned to The Disability Resource Center
• Train work study students and student help on front office procedures
• Supervise work study students and student help and assign daily duties
• Approve work study and student help payroll
• Maintain and update online network drive files
• Update student profile notes in DRC Connect as documentation is received
• Pick up and distribute office mail
• Assist other staff members as needed

Administrative Support:

• Schedules logistics and secures resources for meetings, conferences, travel, and Disability Resource Center operations
• Serves as a first point of contact for individuals and groups, provides basic organizational information via phone, in person and through other communication mediums, and routes more complex inquiries to the appropriate staff
• Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums (Microsoft Office Suite)
• Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision of the Disability Resource Center Director
• Supports procurement processes in service to staff in the Disability Resource Center.
• Maintain accurate records in DRC Connect Database
• Maintain detailed DRC Connect case notes on all student interactions
• Attend Disability Resource Center staff and unit meetings and develop network with other faculty and staff members to maintain the flow of information critical to quality and consistent service
• Participate in Disability Resource Center administrative projects, including committee work and mentoring
• Maintain a current inventory and record of past purchases of office supplies
• Order supplies and materials in coordination with the Director of The Disability Resource Center

Department:

Disability Resource Center

Compensation:

$18.00/ hour

Required Qualifications:

• High School Diploma or equivalent
• Excellent written, oral, and interpersonal communication skills.
• Excellent attention to detail, organization, and problem solving skills.
• Strong knowledge and understanding of computer applications including online database software, Microsoft Office (Outlook, Word, Excel, PowerPoint) and familiarity with Assistive/Adaptive Technology.
• Demonstrated ability to work with people of diverse economic, social, racial, and ethnic backgrounds.

Preferred Qualifications:

• Post-secondary Degree in a relevant field.
• Experience working with individuals with disabilities in an educational setting or related field.
• Professional experience in higher education disability support services and knowledge of disability services database software (The Disability Resource Center uses the AIM database).
• Demonstrated leadership and supervisory skills and the ability to work effectively in a fast-paced environment.
• Experience planning and implementing programs for various audiences including students with disabilities and their parents, faculty/staff, K-12 educators, and community members.

How to Apply:

Required application documents

Cover letter (that addresses the required and preferred qualifications)


CV / Resume

Contact Information:

Andrew Ives, View email address on click.appcast.io

Special Notes:

Application deadlines
TO ENSURE CONSIDERATION: Priority consideration is given to those candidates who apply by the listed 'First Review Date'. Applications received after that date may be considered at the discretion of the search committee. Application materials will be evaluated, and the most qualified applicants will be invited to participate in the next step of the selection process. Incomplete and/or late application materials may not receive consideration. If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact the Office of Human Resources.


Confidentiality of Applicant Materials
UWL is a state agency and subject to Wisconsin's Open Records Law. UWL will not, however, reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsin's Open Records law. In certain circumstances, the identities of "final candidates" and/or the identity of the appointed applicant must be revealed upon request.


CBC & Reference Check Policy
All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.


Annual Security and Fire Safety Report (Clery Act)
For the UWL Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see or contact the University Police Department at View phone number on click.appcast.io.


INFORMATION ABOUT YOUR BENEFITS
Your benefits add an additional 40%+ to the overall financial package from the university.
Highlights include:

• Paid vacation for 12-month positions.

• Excellent flexible health insurance with low co-pays and good coverage.

• Paid holidays and paid sick days.
• After 5 years of employment, you become vested in our retirement system which ensures income post-career.

• Benefits at UWL are highly competitive with local industry and some of the strongest in state and nation.

Benefit eligibility is determined at the point of hire. This information is provided for illustrative purposes only. Benefits are also pro-rated based on the appointment percentage.

UW is an Equal Opportunity Employer
Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, status as a protected veteran, or any other bases protected by applicable federal or State law and UW System policies. We are committed to building a workforce that represents a variety of backgrounds, perspectives, and skills, and encourage all qualified individuals to apply.