Administrative Assistant III
Administrative Assistant III
School of Education
The School of Education (SOE) is recruiting for a full-time Administrative Assistant III to join our team. The person in this position will manage the general operations of the SOE office and provide administrative support to the SOE Director and Clinical Education Experiences Coordinator. The individual in this position will maintain confidentiality of information and practice pro-active customer service as a representative of the School of Education to students, faculty/staff, external stakeholders, and the general public.
Job Functions and Responsibilities include:
SOE Director and Office Support (40%)
1. Provide assistance to the SOE Director in preparation of all written and electronic documentation including correspondence, letters, memos, forms, reports, newsletters and any required documentation.
2. Maintain the calendar and appointments for the SOE Director and provide appropriate supporting materials for the appointments and meetings.
3. Use professional communication skills to initiate/answer e-mails and phone calls to obtain/provide information for SOE Director, Clinical Placement Coordinator, students, cooperating teachers, university supervisors, school administrators, and other stakeholders.
4. Provide administrative support to other SOE staff and SOE Council.
5. Manage student workers in the SOE office (coordinate schedules, delegate duties, approve hours in payroll system)
6. Manage office supplies, technologies, computer and key inventories.
7. Coordinate timely handling of requests for room reservations, work orders, or other building-related items for Heritage Hall.
8. Provide logistical and administrative support for School events (e.g., Teach Day)
9. Participate in training sessions for budget, travel, personnel, software systems, and student records.
10. Perform other various duties as assigned by the SOE Director.
SOE Clinical Education Experiences Support (40%)
1. Support faculty and Instructional Academic Staff with travel requests and reimbursement.
2. Assist students with completion and collection of forms.
3. Provide assistance to the Clinical Education Experiences Coordinator in scheduling student teacher seminars.
4. Provide assistance to the Clinical Education Experiences Coordinator in preparation of emails and other communications, including placement information for undergraduate student teachers, graduate practicum and intern candidates and all school-based supervisors.
5. Generate and maintain appropriate forms, paperwork, and distribution lists for undergraduate and graduate clinical placements.
6. Maintain an accurate and up-to-date Praxis II testing informational document for distribution to faculty and students.
7. Monitor students' eligibility for Benchmark II related to education courses that have prerequisites and restrictions.
8. Scan and link all Benchmark II documents into student's permanent files.
9. Monitor background checks for student teachers each semester.
10. Collect Benchmark III materials for tracking and scan to students¿ permanent files.
11. Administer survey to student teachers and cooperating teachers each quarter and share results with appropriate SOE staff.
Administrative Support to University Supervisors (15%)
1. Gather university supervisor assignments from Dept. Chairs and/or program directors for each undergraduate and graduate program per term.
2. Provide support to program directors and university supervisors for student field/clinical experiences.
3. Support university supervisors with travel requests (travel authorizations and addendums) and reimbursement.
Administrative support for America Reads/Counts Tutoring Program (5%)
1. Prepare forms and processes for hiring work-study students for the America Reads/ Counts Tutoring Program.
2. Monitor status of background checks for America Reads/Counts tutors.
3. Enter and approve hours in HR system for student tutors and monitor their work-study balances.
4. Create and maintain America Reads/Counts tutor distribution lists.
1. Two-year associate degree or higher and two years or more of work experience.
1. Excellent computer skills and proficiency in Microsoft Office (Excel, Outlook, and Word).
2. Excellent communication skills (both verbal and written).
3. Excellent attention to detail, proofreading, and editing skills.
4. Excellent organizational skills.
5. Excellent interpersonal and customer service skills.
6. Ability to work independently and as part of a team environment and on collaborative efforts.
7. Excellent judgment including sensitivity to personal and confidential information.
1. Two years or more experience working in a higher education setting.
2. Related work experience.
3. Supervisory experience.
4. Experience with student database systems (e.g., Access Stout, UWBI), survey tools (e.g., Qualtrics) and other related software to query and provide data for stakeholders.
5. Experience drafting or developing communications and documents.
6. Demonstrated commitment to the core value of inclusion.
1. Model behavior consistent with the School of Education's dispositions.(e.g., attendance, punctuality, accountability, thoroughness, resourcefulness).
2. Participate as a team member with other TLL and SOE personnel.
3. Interact positively with both internal and external customers projecting a positive, supportive and professional atmosphere.
While performing the duties of this position, the employee must have a) the mobility to work in a standard office setting and to use standard office equipment, b) hearing and speech to converse in person and over the telephone and c) vision to read printed materials and a computer screen. Accommodation may be made for some of these physical demands for otherwise qualified individuals who require and request such accommodation.
For 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
The normal work schedule for this position is 8:00 a.m. to 4:30 p.m., Monday through Friday.
The minimum starting salary is $18.50/hour. The hourly rate for this position is based on experience and available budget. A six-month probation is required. The UW System provides an excellent benefits package including participation in the Wisconsin State Retirement Plan to qualified applicants.
- Benefit Details: https://www.wisconsin.edu/ohrwd/benefits/download/quickguideus.pdf
- Total Compensation Estimator: https://www.wisconsin.edu/ohrwd/benefits/totalcomp/
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, reference checks and an essential job function test, as applicable. and being cleared to work by the Human Resources Office.
Official transcripts required at time of hire.
Must be authorized to work in the United States. 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
Screening of applications will begin August 2, 2023 and may continue until the position is filled. To ensure consideration, complete applications must be submitted by 11:59 p.m. on August 1, 2023.
Required application materials:
1. Cover letter*
3. Names and contact information for a minimum of three (3) professional references
* Please use your cover letter to speak to each of the Minimum Qualifications for this position as listed above. For each minimum 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 question regarding this position or recruitment, or your application please contact:
Search Chair: Urs Haltinner
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: Bethany Biederman
Job Family: Staff