"Alerted.org

Administrative Assistant III

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening. To apply for the position, please click the Apply for this Job link/button.

If you would like to bookmark this position for later review, click on the Bookmark link. If you would like to print a copy of this position for your records, click on the Print Preview link.

Bookmark this Posting Print Preview | Apply for this Job

Please see Special Instructions for more details.

Applicants are required to apply online. UWRF will not consider paper, emailed or faxed applications. Applicants are required to provide:

+ Resume

+ Letter of interest specifying qualifications and experience (cover letter)

Inquiries should be addressed to:

Molly Gerrish

Search Chair

[email protected]

Deadline to Apply: Initial review of applications will begin upon receipt. For full consideration, applicants should submit all required materials on or before May 16, 2025.

The pay rate is $19.38 per hour

A six-month probationary period is required.

Employees receive excellent benefits including exceptionally low-cost comprehensive health, dental and vision benefits; employer match of Wisconsin Retirement System contributions of 6.95%; an attractive amount of paid leave per year in addition to paid sick leave. To learn more about our benefits, go to: https://www.wisconsin.edu/ohrwd/benefits/download/quickguideus.pdf

UW-River Falls does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources at 715-425-4941.

Posting Details

Position Information

UW - System Position Title Administrative Assistant III

Business Title

Major Department Code Division of Academic Affairs

Appointment Type University Staff-Permanent

FLSA Status Non Exempt

FTE (Percentage of Appointment) 90

Typical Working Schedule

Tentatively 8:00 am-2:00 pm, Monday-Friday, exact times negotiable. Occasional evening or weekend hours may be negotiated as needed. Average 36.8 hours per week.

Hybrid or On Campus On Campus

Position Summary

Provides general administrative support, while exercising discretion, to both the Undergraduate Research, Scholarly, and Creative Activity ( URSCA ) Office as well as to the Director of Student Success in the areas of organization, communication (including website design and maintenance), large and small event planning and coordination, travel coordination of small and large groups, record keeping and reconciliation, and routine clerical needs that directly support student success on campus. This position is also responsible for overseeing and assisting in the administration of department budgets including tracking and reconciling grant spending as well as processing expense transfers and reimbursements.

Responsibilities

Support of URSCA Office (50%)

Oversee daily operation of URSCA Office and Support the Director – 20%

+ Schedule logistics and secures resources meetings, conferences, travel, and work unit operations for the Director and Assistant Director as needed.

+ Interact with students and mentors, provide office presence and support for URSCA events.

URSCA Budget – 20%

+ Maintain and oversee budget activity for several accounts including grant monies, supplies and expenses, and research materials.

+ Work with budget office, departments and colleges, and other university divisions to prepare budget reimbursements and other grant related duties.

+ Maintain records of grant awards for students and mentors, prepare financial reports and updates.

URSCA Grants; Workshops and Trainings; Dissemination Events – 10%

+ Support URSCA activities on and off campus by producing event materials; Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures

+ Develops, implements, and maintains methods and organizational systems directed at the maintenance of electronic/physical records related to tracking grant applications and acceptances.

+ Acts as a point of contact and assists with all URSCA events

+ Prepare grant review materials, award letters, and other URSCA communications. Update URSCA webpages and social media accounts. Work with Campus Communication to publicize events.

Support for Director of Student Success (50%)

Oversee daily operation of Student Success Office and Support the Director and Asst. Director– 50%

+ Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums

+ Provide administrative support for the Director, the Assistant Director, and the Director’s direct reports as necessary: Aspire, New Student and Family Programs, and Student Support Services.

Knowledge Skills and Abilities

Required Qualifications:

+ Knowledge of administrative activities in a high-level office setting.

+ Ability to maintain confidentiality with sensitive issues concerning students, faculty and staff.

+ Knowledge of budget policies and procedures.

+ Proficiency in Word, Excel and PowerPoint for communications, publications and data management.

+ Ability to process telephone, email requests and office traffic in a timely and efficient manner.

+ Effective interpersonal, written, and oral communication skills.

+ Ability to work independently, exercise good judgment and decision-making.

Preferred Qualifications:

+ Bachelor’s degree preferred.

+ Previous experience working in higher education with faculty and students preferred.

+ Ability to create, manage, and update webpages.

+ Flexibility and a willingness to help this position evolve in order to promote student success.

Posting Detail Information

Posting Number USH00323

Number of Vacancies 1

Desired Start Date 05/19/2025

Position End Date (if temporary)

Open Date 05/02/2025

Closing Date 05/16/2025

Applicant Review Date 05/17/2025

Open Until Filled No

Special Instructions to Applicants

Applicants are required to apply online. UWRF will not consider paper, emailed or faxed applications. Applicants are required to provide:

+ Resume

+ Letter of interest specifying qualifications and experience (cover letter)

Inquiries should be addressed to:

Molly Gerrish

Search Chair

[email protected]

Deadline to Apply: Initial review of applications will begin upon receipt. For full consideration, applicants should submit all required materials on or before May 16, 2025.

The pay rate is $19.38 per hour

A six-month probationary period is required.

Employees receive excellent benefits including exceptionally low-cost comprehensive health, dental and vision benefits; employer match of Wisconsin Retirement System contributions of 6.95%; an attractive amount of paid leave per year in addition to paid sick leave. To learn more about our benefits, go to: https://www.wisconsin.edu/ohrwd/benefits/download/quickguideus.pdf

UW-River Falls does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources at 715-425-4941.

Legal Notices

EEO Statement

UW-River Falls is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, or status as a protected veteran and other bases as defined by federal regulations and UW System policies.

Confidentiality of Applicant Materials

The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the final candidates may be released. See Wis. Stat. sec. 19.36(7).

Title IX Notice

As required by Title IX and federal regulations, UW-River Falls does not discriminate on the basis of sex in its education programs or activities, including in admission and employment. Questions about the application of Title IX may be referred to UWRF’s Title IX Coordinator at [email protected]; the Department of Education’s Office for Civil Rights; or both. For more information, please see uwrf.edu/titleIX.

Annual Security and Fire Safety Report (Clery Act)

The Annual Security and Fire Safety Report, which includes statistics about reported crimes and information about campus security policies can be viewed at https://www.uwrf.edu/Police/Annual-Security-Report.cfm or call University Police at 715-425-3133 for a paper copy.

Criminal Background Check and Reference Check Policy

Employment will require a criminal background check. Final candidates will be required to provide three professional references with at least one being a prior supervisor. Misconduct checks will be completed and a personnel file review for any University of Wisconsin or State employee within the past seven years prior to hire per UW System Administrative Policy 1275.

Other Notices

Supplemental Questions