Library/PARQ Administrative Assistant

Library/PARQ Administrative Assistant

This administrative assistant position performs a combination of administrative management duties in support of the Planning, Assessment, Research & Quality Office (PARQ-IE) and Library Learning Center (LLC) including the Instructional Resources Service and Archives. Major responsibilities include administrative duties, scheduling, communication, customer service, and coordination. In addition, this position provides purchasing and travel support, and participates and promotes unit activities. This is a shared position between PARQ and Library, and reports to the Assistant Chancellor and the Library Director. Hours for the position will generally fall between 8:00am – 5:00pm Monday-Friday. The minimum starting salary will be $17.50/hour.

ABOUT THE JOB: Administrative Assistant II

QUALIFICATIONS

Minimum / Required

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent judgment including sensitivity to personal and confidential information.
• Working knowledge of desktop hardware and standard business software programs (e.g. word processing, spreadsheets) and the Internet.

Highly Desired

• Good work habits, such as attendance, punctuality, accountability, thoroughness, and ability to prioritize work.
• Ability to work independently and as part of a team environment and collaborative efforts with diverse user groups.
• Experience in an education, governmental, library, or non-profit environment.
• Attention to detail, proofreading, and editing skills.
• Experience with collaborative technologies, such as Microsoft Teams.

RESPONSIBILITIES

45% Provide comprehensive support and provide administrative assistance to the Assistant Chancellor and coordinate PARQ-IE office operations:

• Manage the Outlook calendar and schedule meetings for the Assistant Chancellor. Immediate resolution of scheduling conflicts.
• Communicate directly and on behalf of the Assistant Chancellor with committee members and internal/external clients.
• Manage deadlines and key “to-dos” and takes appropriate action to ensure meeting them in a timely manner.
• Based upon meeting needs, make facility reservations, prepare meeting materials, assure appropriate equipment is available and provide overall coordination
• Make travel and accommodation arrangements for Assistant Chancellor
• Complete expense reports for Assistant Chancellor
• Function as office manager
• Work with the Chancellor’s division business manager to manage the financial operations for the Institutional Effectiveness unit of the PARQ office.
• Supervise PARQ student employees.
• Manage hardware annual reports, software needs.
• Provide administrative assistance for the Data Leads program
• Review all correspondence and incoming mail. Disseminate information to the PARQ staff as directed
• Complete other requests as directed by the Assistant Chancellor.

45% Library Administration office support and administrative assistance to the Library Director:

• Provides administrative support for the University Library Director, including scheduling meetings and assisting with communication.
• Serves as the Office Manager for University Library operations, including Instructional Resources Service and the University Archives. Serves as the initial business contact for the unit.
• Schedules and coordinates arrangements for University Library meetings. Compiles and develops supporting materials and records Library staff meeting minutes.
• Maintains library library/conference room calendars and coordinates scheduling requests.
• Develops and manages library administration’s digital and paper files and assists with data collection for projects and developing assessments.
• Provides building support for the Library by maintaining and updating card access, assisting with key auditing, and monitoring and sorting outgoing mail.
• Participates in library teams and committees as requested and assists with promotional events and textbook distribution and returns.
• Schedules and monitors exam proctoring requests.
• Purchases supplies, professional development, and conference fees requested from Library staff using purchasing system processes.
• Facilitates recruitment of University Library, Instructional Resources and Archives personnel in accordance with HR practices and guidelines.

10 %Other duties as assigned

DEPARTMENT INFORMATION

The University Library is located at the heart of the University of Wisconsin-Stout campus, in Menomonie, Wisconsin. The work of the library staff is guided by our Mission, Values, and Strategic plan, which are directly informed by the mission and strategic goals of the University. We encourage candidates who are interested in working collaboratively to advance our strategic initiatives to apply! More information can be found here: https://library.uwstout.edu/missionPolicies

The office of Planning, Assessment, Research and Quality (PARQ) is responsible for strategic planning and accountability, institutional research and assessment, Catalyst, quality initiatives, and university policies and procedures.

INSTITUTIONAL OVERVIEW

University of Wisconsin-Stout prepares lifelong learners, ethical leaders and responsible citizens in an equitable, inclusive, and sustainable environment through collaborative career-focused programs that integrate applied learning, theory and research. UW-Stout is committed to developing an inclusive community that fosters a rich, dynamic, and collaborative environment in which to work and grow, celebrating the diversity of individual perspectives and experiences.

A member of the University of Wisconsin system, UW-Stout is unique within the University of Wisconsin System–it is named after its founder, James Huff Stout, and holds the distinction of being Wisconsin’s Polytechnic University , a designation which highlights our combination of applied learning, real-world experiences, and an integrated liberal arts foundation.

UW-Stout offers 47 undergraduate and 23 graduate degrees, including 21 masters and 2 advanced degrees. The current enrollment is approximately 8,000 students.

UW-Stout is committed to investing in and ensuring access to equitable, diverse, and inclusive learning, student living, and work environments that reflect our regional and global connections.

The UW-Stout campus community enjoys opportunities for cross-disciplinary collaboration, state-of-the-art facilities, and a modern digital environment. UW-Stout values innovative approaches to solving problems in society and industry and encourages collaboration within and across disciplines and professions.

The university is on a beautiful campus in Menomonie, situated in western Wisconsin, 60 minutes east of Minneapolis-St. Paul on Interstate 94. Located in the scenic Chippewa Valley region with a population base of more than 200,000, Menomonie is a city of more than 16,400, surrounded by lakes, streams, and woodlands. For more information about the UW-Stout community and region visit: https://www.uwstout.edu/about-us/our-community

Facts and data about the university: https://www.uwstout.edu/about-us/meet-our-leadership/institutional-accreditation/fact-book

ADDITIONAL INFORMATION

The minimum starting hourly rate for this position is $17.50/hour. A six-month probationary period is required. The UW System provides an excellent benefits package including participation in the Wisconsin State retirement plan.

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 team. Employment is also contingent upon the final candidate passing the reference check process. The reference check process includes asking the final candidate and most recent supervisor 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.

Must be authorized to work in the U.S. 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

TO APPLY

Go to: https://www.uwstout.edu/about-us/careers-jobs

Applicants will need to 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.

Required application materials :

Cover letter*

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.

To ensure consideration complete applications must be submitted online by November 6, 2022. Applications submitted after November 6, 2022 may be reviewed until the position is filled.

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: Kate Kramschuster

Email: [email protected]

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: Ellen Carlson

Email: [email protected]

Job Family: Staff