"Administrative Assistant II"

Job Details

Administrative Assistant II
Milwaukee, WI
Full Time
JR10001632

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Position Title:
Administrative Assistant II

Job Category:
University Staff

Employment Type:
Regular

Job Profile:
Administrative Assistant II

Job Duties:

• Manage the operations of the RST-Pavilion administrative office and coordinate operations of shared areas. Support academic programs (Doctor of Physical Therapy (DPT), Master of Science in Athletic Training (MSAT), program directors, and faculty in the areas of program administration and accreditation, student support, and marketing. Coordinate and manage suite logistics and operations, purchasing and budget management.
• Academic Program support
  • Administration (Program record keeping, reporting, file management)
  • Student support (Communicating with and supporting students in areas of onboarding, tracking academic requirements, clinical education, policy compliance)
  • Accreditation (Collect data and create reports as requested by program administrators, maintain student records)
  • Marketing and outreach (Maintain and support program recruitment materials (e.g. hard copies, website, social media)
  • Suite logistics/operations (Maintain office and general supplies, receive visitors, manage mail/deliveries, maintain shared email and calendar accounts, supervise student workers)
  • Budget (Purchasing, monitor program budgets, facilitate preparation of student/faculty expense reports)
  Work will be performed on the UW-Milwaukee campus with occasional requests for remote work considered after the initial training period.

Key Job Responsibilities:

• 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 entities
• Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums
• Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
• Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision
• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations

Department:

The University of Wisconsin-Milwaukee College of Health Professions & Sciences offers a wide array of health-related academic programs in biomedical sciences, global health, health care administration, nursing, the rehabilitation sciences, and sustainable peacebuilding serving 2300+ students. The faculty and staff in these areas are training our graduates for high-demand careers. Many of our degree programs are nationally recognized and ranked and have achieved the highest accreditation possible. The academic quality of our programs is excellent, and through our outreach and e-Learning programs, we have extended access to our educational resources to distant locations. Our interdisciplinary collaborations continue to expand, which has enabled us to establish a distinguished presence on campus and become an engine for innovation for southeastern Wisconsin. Through research, our faculty, staff, and students continue to break new ground and pioneer investigations that are helping advance discoveries critical to the health care professions and sciences. We are proudly dedicated to serving our community through fruitful partnership with many organizations, alumni, and friends.

The School of Rehabilitation Sciences & Technology (RS&T) offers programs in Physical Therapy, Communication Sciences & Disorders, Occupational Therapy, Occupational Science and Technology, Athletic Training, and Therapeutic Recreation. The school has a strong focus on healthcare, interprofessional education, clinical experience, evidence-based practice, technology, and patient-centered care.

Compensation:

The target hiring range for this position is $18-23/hr. The final offer will be contingent upon the knowledge, skills, and abilities demonstrated throughout the selection process.

Required Qualifications:

• High school diploma or equivalent.
• At least two years administrative office management experience in a professional setting.
• Experience with business and/or budget record keeping.
• Knowledge of complex organizational structure and/or experience with policies, procedures, rules, and regulations.
• Knowledge and skills in the use of industry-standard computer application software such as Microsoft Office/Microsoft Office 360, particularly Excel, Word, PowerPoint, Access and Microsoft Internet Explorer for the production of professional-quality projects.

Preferred Qualifications:

• Bachelor's degree or higher.
• Knowledge of complex program/department/school or university policies, procedures, rules, and regulations from work experience in a university setting.
• Knowledge and skill in the use of Adobe Acrobat Pro, Filemaker Pro, Photoshop, Qualtrics electronic surveys, Oracle or PeopleSoft, WEAVE, Digital Measures, and/or html software.
• Ability to design brochures, newsletters, posters, invitations, and electronic surveys.
• Excellent communication skills as demonstrated in application materials

How to Apply:
Interested applicants are required to apply online and provide a cover letter and detailed resume/CV that addresses your professional level work experience as it relates to all required and preferred qualifications.
Finalist candidate(s) being considered for hire will be required to provide three professional/supervisor references through an external reference checking tool. References will not be contacted prior to candidates being notified.
In instances where the Search and Screen Committee is unable to ascertain from the candidates' application materials whether they meet any of the qualifications, they may be evaluated as not meeting such qualifications.

Contact Information:

Jackson Prowse
prowse@uwm.edu
414-251-6445