Office Manager - Multicultural Student Services

The Multicultural Student Services is seeking a team member to provide administrative support and leadership, including office management, administrative assistance, organizational tasks, clerical duties, budget, purchasing, and data management. This position is crucial to ensuring smooth office operations and reports directly to the Director. Essential qualities include advanced interpersonal communication and intercultural skills, computer literacy, budgetary skills, and the ability to skillfully manage multiple priorities. This position functions under minimal supervision and exercises independent judgment.

UW Official Title:  Administrative Assistant III AD003 

QUALIFICATIONS 

Minimum / Required  

• High school diploma
• Minimum two years of experience working in a clerical related setting
• Strong organizational and administrative skills 
• Excellent written, oral, and interpersonal communication skills
• Working knowledge of Microsoft Office Suite 

Highly Desired  

• Bachelor's degree 
• More than one-year experience in a clerical related position in higher education, public agency, or non-profit
• Intercultural experiences with individuals who have overcome educational barriers related to historically excluded student populations
• Demonstrated ability to build relationships with internal and/or external stakeholders
• More than one-year budget management experience in higher education, public agency, or non-profit
• Working knowledge of relational databases (.i.e. UWBI, WISER, PeopleSoft, Adobe Illustrator)

RESPONSIBILITIES  

• Provides office and administrative support to Multicultural Student Services (MSS) 
• Provides supervision of student assistants in the front desk including hiring, training and onboarding of student workers 
• Assists with the tracking of expenses and reconciling of budget
• Schedules and coordinates staff meetings  
• Schedules logistics and secures resources for meetings, programming, events, and unit operations 
• Serves as primary contact via phone and in person during scheduled work hours
• Responds to emails, and directing inquiries to appropriate staff members or offices 
• Manages office supplies, ordering new supplies and keeping track of supplies and equipment inventory  
• Prepares and edits documents and reviews work done by others 
• Maintains office files, both digital and physical, ensuring easy access and organization
• Develops and distributes office communication to appropriate parties
• Develops, implements, and maintains methods and organizational systems within MSS 
• Enters and updates data in database or spreadsheets 
• Assists with the preparation of reports 
• Supports the preparation of events, workshops, and meetings, and assist with special projects  
• Other duties as assigned
• Perform other duties as assigned.  

APPLICATION INSTRUCTIONS

Complete applications received by end of day, March 30th are ensured full consideration.  Applications submitted after March 30th may be reviewed at the discretion of the search committee or until position is filled.

To apply, click on the APPLY button or go to: https://www.uwstout.edu/about-us/careers-jobs 

Required application materials: 

1. Cover letter (* See below)
2. Resume

All final candidates will be asked to provide names, email contact information, and/or phone numbers for three (3) references, with at least one being from a manager or supervisor, during the interview process.

*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.

Applicants must 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.

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: James Heu

Phone: 715-232-5274

Email: heum@uwstout.edu

If you need assistance with the online application process or if you submitted your application prior to uploading all the required application materials, please contact:

Search Coordinator: Alisha Marburger

Phone: 715-232-1708

Email: marburgeral@uwstout.edu

ADDITIONAL INFORMATION 

Minimum starting salary of $20.00, commensurate with qualifications and experience.  A six-month probationary period is required. The Universities of Wisconsin provides an excellent benefits package including participation in the Wisconsin State retirement plan, demonstrating our commitment to the diverse needs of our employees. UW-Stout is certified as a Family Friendly Workplace which recognizes market-leading employers for employee benefits and commitment to supporting children and families.

• Benefit Details: https://www.wisconsin.edu/ohrwd/benefits/download/quickguideus.pdf
• To calculate the estimated value of your total compensation, use the Health & Retirement Contributions Estimator | Employee Benefits (wisconsin.edu)

UW-Stout is committed to nondiscrimination in its employment practices and to equal employment opportunity for all persons and does not discriminate against, harass or retaliate on the basis of race, color, creed, religion, age, sex (as defined in state and federal law), sexual orientation, national origin, ancestry, disability, pregnancy, marital or parental status, genetic information, arrest record, conviction record, military service, veteran status, use or nonuse of lawful products off the employers premises during non-working hours, political affiliation, declining to attend a meeting or participate in any communication about religious matters or political matters, honesty testing, or any other category protected by law. 

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. 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 Office.  Employment is also contingent upon the final candidate passing reference checks and an essential job function test, as applicable. The reference check process includes asking the final candidate and most recent supervisor(s) questions regarding sexual violence and sexual harassment. Final candidates with previous employment within the Universities of Wisconsin and State of WI agencies will be subject to additional reference checks. 

Official transcripts required at time of hire.

The University of Wisconsin-Stout does not offer H-1B or other work authorization visa sponsorship 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 for maintaining 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 Universities of Wisconsin 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