Job Description

Job ID
17845
Location
UW Stout;Menomonie, WI
Full/Part Time
Full-Time
Regular/Temporary
Regular

INTRODUCTION:

OFFICE MANAGER

DEPARTMENT: Counseling Center

APPOINTMENT PERCENTAGE (FTE): 100% (1.0 FTE)

ANTICIPATED START DATE: March 2022

JOB DUTIES

This position provides paraprofessional support to the Counseling Center, serving as office manager. Tasks include: coordinating and administering all front office operations; serving the director, professional staff, counselors-in-training, and all programs and activities sponsored by this unit; maintaining confidential records via our electronic health records system; hiring, training, and supervising temporary staff and student employees; maintaining and coordinating a daily schedule of professional activities for staff members; engaging in public relations including preparation and distribution of pamphlets, brochures, etc.; managing billing for alcohol/drug program services; serving as account administrator for department’s budget, including auditing and reconciling monthly account activity and assisting Director with development of the unit’s annual budget request; and providing general administrative assistance to the Counseling Center. Essential qualities include excellent computer literacy, customer service skills, excellent written and verbal communication skills, and the ability to independently manage and organize a multitude of tasks with minimal supervisory oversight.

ABOUT THE JOB: Administrative Assistant II

QUALIFICATIONS

Minimum / Required

  • High school diploma
  • Evidence of computer skills, including proficiency with Microsoft Office (Excel, Word, Outlook)
  • Budget management and accounting knowledge and skill
  • Demonstrated experience in establishing a climate (work environment) that embraces equity, diversity, and inclusion.

Highly Desired

  • Experience in a higher education environment
  • Degree in business administration, management, or related field
  • Evidence of interpersonal and customer service skills in working with a diverse community
  • Ability to work independently and as part of a team environment
  • Strong attention to detail
  • Experience with UW-Stout systems, such as Peoplesoft, Hyperion, and ImageNow, or related systems
  • Experience supervising other staff or student workers
  • Ability to manage multiple priorities simultaneously with minimal supervisory oversight

DEPARTMENT INFORMATION

The University Counseling Center is a division of Student Life and Services, and values competent and compassionate service to the campus community, diversity and inclusivity, and collaboration with others in service to student growth, development, and wellness. The Counseling Center offers the following services and programs: 1) Confidential counseling to students at no additional charge, 2) Consultation with concerned others, 3) Outreach and prevention programming, and 4) Alcohol & Other Drug (AOD) Education Program.

The UW-Stout Counseling Center is located at 410 Bowman Hall. Please see our website at https://www.uwstout.edu/counseling.

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 hourly rate for this position is based on experience and available budget. 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 a 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.

Official transcripts required at time of hire.

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:

  1. Cover letter*
  2. Resume
  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/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 Sunday, January 23rd. Applications submitted after this 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: Kyle Kershek

Phone: 715-232-2468

Email: kershekk@uwstout.edu

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: Emily Barth

Phone: 715-232-4083

Email: barthe@uwstout.edu

Job Family: Staff