JOB TITLE: Office Manager
DEPARTMENT: TRIO Student Support Services and Fostering Success
APPOINTMENT PERCENTAGE (FTE): 1.0
ANTICIPATED START DATE: 9/1/2019
SALARY: 16.00 minimum starting salary
JOB DUTIES: This position provides comprehensive administrative support to the Director of TRIO Student Support Services, Classic and Disability federal grants and the Fostering Success program. Skillful management of multiple priorities and funding strings is crucial. The person in this position functions under minimal supervision and exercises significant independent judgment in a high-demand office. The Grant Director supervises this position.
40%. A. Administrative Support to the Grant Director
A.1 Implements office policies and procedures established by the Dean of Students, Associate Dean of Equity, Diversity and Inclusion, and the Grant Director following state, federal, and UW-Stout and UW- Stout Foundation guidelines.
A.2 Demonstrates knowledge in and understands federal guidelines for Student Support Services (SSS) Grants.
A.3 Uses discretionary judgment in handling sensitive and confidential matters including personnel issues, maintains and files correspondence of highly confidential nature (including matters that relate to possible legal and/or disciplinary action, salary recommendations, promotions/contract renewals/non-renewals).
A.4 Assesses issues and directs callers of visitors to the appropriate staff or office. In the absence of the Director, assesses requests for action and determines appropriate responses, including scheduling an appointment of making a referral if necessary.
A.5 Maintains schedule of all standing meetings for Grant Director; prepares materials as needed. Notifies appropriate personnel of deadlines and appointments.
A.6 Schedules standing meetings and other meetings chaired by the Director. Prepares/distributes notices, agendas, and materials.
A.7 Schedules all appointments; provides Director with related information.
A.8 Responds to external and internal stakeholders, officials, and agencies requesting assistance or making information requests.
A.9 Assists in verifying student eligibility each year determining if students are a member of the following groups: first generation, low income, of students with disabilities.
A.10 Manages detail work to assist with efficiency and organization of the Grant Director
A.11 Assists Grant Director and staff in planning, coordinating, and attendance at programmatic events.
A.12 Develops marketing materials for grant requirements and university standards.
A.13 Verifies Time and Effort reports of federally funded personnel and Student Support Services grant programs for final approval by Grant Director.
25% B. Office Management
B.1 Coordinates grant funded Peer Mentor program which provides services for all students served by two federally funded grants. Coordinates WorkStudy funded positions for Fostering Success.
B.2 Supervises student workers and Peer Mentors
-Completes on-boarding/new hire paperwork and trains student workers
- Provides on-going professional development and supervision for team of Peer Mentors/front office student staff.
-Ensures student staff coverage of front desk and Peer Mentor events, tracks timesheets and records approvals for student workers
-Utilizes CONNECT and social media for SSS-Student communication
B.3 Manages and maintains confidential records, pulls UWBI lists of eligible students using SSS Query, Coordinates SSS Indicator in Access Stout for new students.
B.4 Manages correspondence and other communication for the Grant Director
-Screens according to importance or urgency
-Utilizes independent judgment, routes most complex items or correspondence to the Grant Director with annotations and/or previous correspondence/appropriate information to assist in response
-Researches requests for action by the Grant Director.
-Composes correspondence on behalf of the Grant Director as requested.
B.5 Assists staff with coordination of teaching schedules.
B.6 Reviews documents to assure readiness for the Grant Director’s signature. Processes/distributes documents.
B.7 Supervises travel arrangements and reservations assuring that all forms are prepared and processed. Interprets travel regulations to assure compliance on prepared Travel Expense Reports.
B.8 Coordinates updating the campus directory for offices under the Grant Director.
B.9 Collects yearly employee evaluation forms and forwards to Human Resources Department.
B.10 Collects and routes leave reports for academic staff.
20% C. Budget Management
C.1 Reconciles federal grant budgets and Fostering Success budgets using Foundation reports and WISDM.
C.2 Projects encumbrances to be expended by the end of the project year.
C.3 Verifies expenditures and accounting postings to determine accuracy and appropriateness on a timely basis.
C.4 Contacts appropriate personnel in Human Resources, the Business Office, Research Services, and ASA Accountant to resolve budget and personnel issues.
C.5 Provides accurate and timely reports to appropriate personnel.
C.6 Supervises office purchases; prepares and processes requisitions for services, supplies, and permanent property. Records and reconciles purchase statements. Ensures adequate storage of office supplies.
C.7 Reconciles procurement card purchases providing appropriate backup.
10% D. Data Management Technical Support
D.1 Data lead for Student Support Services producing data for UW System, US Federal Government, and UW-Stout. Works with personnel in PARQ as necessary.
D.2 Provides support to office staff utilizing Blumen software system designed for Federal TRIO Annual Performance Reporting.
D.3 Utilizes RSD/Data Warehouse, Microsoft Office Suite, UWBI, Connect, WISDM, Peoplesoft, Access Stout, Blumen software system, Adobe Illustrator, My UW (for student worker timesheets and approvals), and CommonSpot software.
D.4 Monitors and updates Student Services website using CommonSpot software.
5%. E. Other Duties as Assigned
- Intercultural experiences with individuals who have overcome educational barriers related to first-generation college students, students who meet low-income criteria or students with disabilities
- Ability to interpret federal, state, and university rules and regulations.
- Strong organizational and administrative skills.
- Ability to work independently and as part of a team.
- Excellent written and oral communication skills.
- Experience with Microsoft Office Suite
- Demonstrated ability to simultaneously work on numerous projects.
- Ability to communicate with all university stakeholders.
- More than one-year experience as an administrative assistant in higher education.
- More than one-year budget management experience in higher education.
- Experience working with relational databases, UWBI, WISDM, PeopleSoft, Access Stout, Blumen, Adobe Illustrator, My UW, and CONNECT software.
- Experience supervising student workers
Student Support Services strives to increase the retention and graduation rates of first-generation students, students who meet federal low-income criteria, and students with disabilities. Student Support Services offers the following to program participants: personalized advising and support, individualized writing and mathematics support, cultural activities, peer support and mentoring, and education regarding financial aid and financial literacy. By creating and maintaining a supportive community and fostering a climate that values the social and cultural capital of our students, we aspire to empower them to maximize their potential and achieve their academic, career, and personal goals.
Fostering Success provides guidance and resources for youth who have been in foster care, homeless or orphaned and who have an interest in pursuing higher education. We also provide information for other campuses interested in developing their own version of Fostering Success.
The University of Wisconsin-Stout offers a rich, dynamic and collaborative environment in which to work and grow. A member of the University of Wisconsin system, UW-Stout is unique within the 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 a solid liberal arts foundation.
UW-Stout offers 48 undergraduate and 26 graduate degrees, including two terminal degrees. Student enrollment is just over 9,500.
UW-Stout faculty enjoy 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 faculty are encouraged to maintain strong ties and seek collaborative projects within their disciplines and industries.
All students are issued laptops. Faculty use the university’s online course delivery system and must be available for online interactions and/or alternate time frames for teaching. Faculty members teach, advise students, conduct research, assess student learning and engage in service activities.
Menomonie, Wisconsin, is a town of 16,000 located in the beautiful Chippewa River Valley, 25 miles west of Eau Claire and 60 miles east of the Twin Cities of Minneapolis and Saint Paul.
More information about the UW-Stout community and region: http://www.uwstout.edu/about/community.cfm.
Facts and data about the university: http://www.uwstout.edu/about/facts.cfm.
The normal work schedule for this position is 8:00 a.m. to 4:30 p.m., Monday to Friday.
The minimum starting salary is $16.00/hour. The hourly rate for this position is negotiable 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 can be found at: https://www.wisconsin.edu/ohrwd/benefits/download/summaries/Univ-staff.pdf.
As an equal employment opportunity and affirmative action employer, UW-Stout is committed to inclusive excellence and is actively seeking applications from individuals from diverse groups; veterans and individuals with disabilities.
In compliance with the Wisconsin Fair Employment Act, employment will be contingent upon a criminal background check and authorization to work within the United States as required by the Immigration Reform and Control Act of 1986.
An offer of employment is contingent upon the final candidate passing a criminal background check and 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.
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).
For campus safety information and crime statistics visit:
TO ENSURE CONSIDERATION
Screening of applications will begin 8/12/2019 and may continue until the position is filled. To ensure consideration, complete applications must be submitted by 11:59 p.m. on 8/11/2019.
Your online application will not be considered complete until all required documents are attached, and all required fields are completed. Note: Once you have attached your materials and submitted your application you will not be able to go into the system and change them.
Please be sure you have included the following documents:
- Cover letter specifically addressing how you meet the minimum and preferred qualifications
- Current resume
- Names and contact information for a minimum of three professional work references
Frequently asked questions (FAQs) about our online application system are available via:
For question regarding this position or recruitment, please contact:
Search Chair: Hannah Lammer
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: Mandy Stasiek
Job Family: Staff