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University of Wisconsin - Milwaukee
Milwaukee, Wisconsin, United States
23 hours ago

Description



Administrative Specialist

University of Wisconsin - Milwaukee



Position Number: 02314480

Introduction (Description of School/College/Dept/Program)
The Graduate School is responsible for the mission of graduate education at UWM. It oversees more than 135 graduate programs, enrolls about 4,500 graduate students and is responsible for all centralized leadership and administrative functions related to graduate students and programs at UWM. The Graduate School includes the Dean’s Office, the Office of Graduate Education, Human Resources and Budget, and Information Technology and Analysis, the last two of which the Graduate School shares with the Office of Research. The Graduate School works closely with the Provost, vice chancellors, deans, the Office of Research, the Center for International Education, and the UWM graduate faculty and graduate programs. Graduate faculty governance committees and graduate program directors and support staff help shape the policies that guide the day-to-day functions.

The Office of Research, and its staff, are responsible for central research administration, oversight of research policy and compliance, and internal research development programs. The Office is part of Academic Affairs, and includes the Office of Sponsored Programs, the Office of Undergraduate Research, as well as several research centers.

Job Summary
This position provides administrative and financial administrative support for the main administrative offices of the Office of Research and Graduate School, specifically support for the Vice Provost, Associate Deans, Assistant Deans, and the Finance/Budget lead. The individual will also work or collaborate with the Human Resources business representative.
The individual is responsible for a variety of professional level work across a range of administrative service areas including budget, finance, procurement, in support of unit and/or institutional goals. This position will work with a wide array of internal and external stakeholders across UW-System and UW-Milwaukee administration, faculty, staff, and students. In doing so, this position will need to regularly act independently on behalf of Graduate School and Office of Research leadership. Independent judgment and independent work will be required on a regular basis. In addition, this position requires administrative and managerial responsibilities of a complex and often confidential nature.


Administrative

    • Implements and executes established policies and procedures for a designated work unit to adhere to unit objectives and to align with established strategies
    • Schedules logistics and secures resources for a designated work unit to contribute to the day-to-day operational success
    • Analyzes data and trends, compiles progress reports, and provides appropriate recommendations or conclusions in support of the assigned operational work unit(s)
    • Serves on committees and attends meetings, representing the interests of the unit or program
    • interpret and explain the organization and process of UWM, The Graduate School and Office of Research as needed to UW-System personnel, UWM administration, campus faculty and staff, the business community and public.
    • Manage scheduling and logistics for leadership offices
    • First point of contact for leadership offices. Ascertain the nature of their business and their appointment status. Inform leadership as appropriate. Arrange meetings as needed.
    • Support the activities of the Vice Provost/Dean in fundraising development activities on behalf of UWM. This includes working closely with the UWM Campaign Development staff.
    • Respond to correspondence on behalf of The Vice Provost for Research, Associate Vice Provost and Associate Deans.
    • Maintain confidential correspondence such as appeals, space leases, letters of support or commitment.
    • Actively participate in senior leadership team meetings, (i.e., Cabinet and Senior Staff) and meetings where major organizational policy, process, strategic development, and personnel issues are discussed and decided. Keep team members informed and up to date on their respective action items and responsibilities.
    • Manage the Office of Research's internal recognition awards programs and correspondence research awards
    • Maintain process/procedure for Distinguished Professor nominations and communications.
    • Liaison for Graduate School Fellowship program



Financial

  • Audits, monitors, organizes, and updates fiscal records, reports, and affiliated materials
  • Audits or processes transactions and assigns funding codes in accordance with established rules, regulations, and policies
  • Audits or reconciles original purchase documents with payments
  • Drafts basic communications and reports and maintains organization of varied records to provide administrative support within a specific work unit.
  • Answers general fiscal questions and provides information based on set materials and standards to various stakeholders.
  • Liaison for Graduate School Fellowship communications
  • Liaison and main point of contact for Internal Research Recognition Awards should be manage communications of the financial awards in coordinating with the financial office to process the awards


Competencies

  • Ability to work with exemplary professionalism, under all circumstances, and in all situations.
  • Ability to effectively prioritize and manage competing tasks and deadlines.
  • Experience in, or ability to quickly learn and understand complex regulations and policies
  • Ability to understand complex organizational structures
  • Experience working with institutional budgets
  • Strong professional writing skills
  • Strong professional communication skills
  • Excellent written and verbal communications skills
  • Advanced knowledge of Microsoft Suite of products, including advanced knowledge of Microsoft Outlook and its functions for scheduling, logistics and communications
  • Ability to function with a high degree of autonomy in performance of daily office functions
  • Experience working collaboratively in team environments within a complex organization
  • Experience effectively managing and or coordinating projects, as assigned
  • The ability to use discretion and tact to respond to difficult, complex inquiries involving matters of a confidential and sensitive nature



Minimum Qualifications

  • Bachelor’s Degree in any area of study, or commensurate with work experience
  • Evidence of 2+ years of office experience
  • Evidence of experience with Microsoft Suite



Preferred Qualifications

  • Evidence of 3+ years office experience
  • Evidence of experience working in an executive office setting
  • Evidence of experience working in a Higher Education/UW-System setting



Application Instructions
Please upload Resume, Cover Letter, and References to the UWM job posting website.

Application Notes
For this position, applicants are required to apply online. UWM will not consider paper, emailed or faxed applications. Additionally, applicants must complete all required fields and attach any required documents. The process is complete when the message “Your application has been submitted” is displayed and you receive a confirmation number.

Legal Notices AA/EO Statement

UWM is an AA/EO employer: All applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, sexual orientation, gender identity/expression, disability, or protected veteran status.

Reasonable Accommodations

UWM provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability, please contact uwm-jobs@uwm.edu or 414-229-4463. This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.

Confidentiality of Applicant Materials

UWM is a State agency and subject to Wisconsin’s Open Records Law. UWM will not, however, reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsin’s Open Records law. In certain circumstances, the identities of “final candidates” and/or the identity of the appointed applicant must be revealed upon request.

CBC and Reference Check Policy

Employment will require a criminal background check. UWM takes the prevention of sexual misconduct seriously. As such, you and your references will be required to answer questions regarding any past findings of sexual violence and sexual harassment or any pending allegations of sexual violence or sexual harassment.

Annual Security and Fire Safety Report (Clery Act)

For the UWM Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see http://www.cleryact.uwm.edu/, or call UWM’s Dean of Students Office, Student Union 345 at (414) 229-4632 for a paper copy.

Employment Authorization

In compliance with federal law, all persons at the time of their start date will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

Title and Total Compensation Project

The University of Wisconsin System is engaged in a Title and Total Compensation (TTC) project to redesign job titles and compensation structures. As a result of the TTC project, official job titles on current job postings may change in 2021. Job duties and responsibilities will remain the same. For more information please visit: wisconsin.edu/ohrwd/title-and-total-compensation-study/

To apply, please visit: https://jobs.uwm.edu/postings/35086




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Job Information

  • Job ID: 65004508
  • Location:
    Milwaukee, Wisconsin, United States
  • Company Name For Job: University of Wisconsin - Milwaukee
  • Position Title: Administrative Specialist
  • Job Function: Academic Administration
  • Job Type: Full-Time
  • Min Education: BA/BS/Undergraduate
  • Min Experience: 2-3 Years
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