Administrative Assistant III

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Position Title:

Administrative Assistant III

Job Category:

University Staff

Employment Type:

Regular

Job Profile:

Administrative Assistant III

Job Duties:

Provides general administrative support, while exercising discretion, to the administrator of a department or division of the institution or to the administrator of multiple institution programs, services, and activities. This position supports the Associate Vice Chancellor (AVC) of Faculty & Academic Affairs.

Examples of responsibilities and expectations within providing administrative support to the Associate Vice Chancellor of Faculty and Academic Staff Affairs and Associate Vice Chancellor of Curricular Affairs and Student Achievement are as follow:

1. Provides general Administrative Support to the AVC of Faculty and Academic Affairs as well as the AVC of Curricular Affairs and Student Achievement with responsibilities including but not limited to:

• Schedule appointments and meetings, assist with travel arrangements

• Create files for letters, memos, and reports as requested using Microsoft Word and Excel

• Greet and assist visitors when they arrive in the office

2. Schedules logistics and secures resources for meetings, conferences, travel and operations. Coordinate event planning specifically for New Faculty Orientation, Titan Leadership Academy, Academic Open House events, professional development workshops, and other conferences and events.

3. Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures, maintaining confidentiality.

4. Keep track of all administrative deadlines to make sure submissions are completed on time and sent to the appropriate offices.

5. Prepares and audits complex records, edits documents, and reviews work done by others, both internal and external documents, such as UW System reports

6. Assist coordinating Higher Learning Commission (HLC) visit preparations and submission of reports. Completes and tracks payment requisitions.

7. Provide logistical support for events for CETL and attend Advisory Board meetings.

8. Supports meeting arrangements and may take minutes.

Examples of responsibilities and expectations within providing administrative support for the Office of the Provost and Vice Chancellor are as follow:

1. Serves as first point of contact for individuals and groups entering the Office of the Provost & Vice Chancellor, provides basic organizational information via phone, in person and through other communication mediums, and routes more complex inquiries to the appropriate entities

2. Coordinates student employment process for academic colleges. Facilitates proposal and approval process and tracks funding

3. Schedule logistics and secures resources for meetings, conferences, travel, and work unit operations

4. Provide back up for all support staff, ensuring friendly and cohesive team approach

5. Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums

6. Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision

7. Maintains electronic and physical records following established policies and procedures.

8. Maintain confidentiality, act with discretion, and provide outstanding customer service to visitors

9. Assist with special projects as requested by UBO and Executive Assistant II

10. Distribute mail to staff members within the Office of the Provost and Vice Chancellor

11. Assist with Maintenance of the website for the Office of the Provost and Vice Chancellor

Key Job Responsibilities:

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

• Prepares and audits complex records, edits documents, and reviews work done by others

• 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 work operations according to established policies and procedures

• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations

Department:

Office of the Provost & Vice Chancellor of Academic Affairs

Compensation:

Starting at $20.00/hour commensurate with experience

Required Qualifications:

• Excellent written and oral communication skills
• Strong customer service skills
• Proficiency in the use of computers, including, but not limited to the following software applications: Electronic calendar and email systems, such as Outlook, MS Word, MS Excel, Adobe Acrobat
• Ability to interpret and apply University and System policies and procedures
• Ability to maintain confidentiality and work with sensitive information
• Proofreading skills, including recognizing discrepancies, problems, and errors
• Proven ability to work independently and in a team environment
• Demonstrated commitment to diversity, equity, and inclusion
• Experience with event planning

Preferred Qualifications:

• Previous work experience in a college or university setting
• Experience with University systems, policies, and processes
• High level of problem solving and decision making
• High level of critical thinking skills
• Ability to maintain multiple tasks and effectively organize work to meet many tight deadlines
• Ability to learn new or changed processes or applications quickly
• Ability to analyze problems objectively, to make effective recommendations and to assist with the implementation of solutions to these problems.

Education:

• Required Degree Required: High school diploma
• Preferred Degree: Associate's or Bachelor's degree

How to Apply:

Applicants must submit the following documents using the online application:

• Resume
• Cover Letter

*Please use your application materials to speak to each of the qualifications for this position as listed above. Be sure to describe your relevant experience and areas of expertise, using specific examples from your work and education history. Applicants must complete all required fields and attach all required documents prior to submitting the online application.

All final candidates will be asked to provide names, email contact information, and/or phone numbers for three (3) references, with at least one being from a manager or supervisor, during the interview process.

Note: Once you have attached your materials and submitted your application, you will not be able to go into the system and change them.

To Ensure Consideration: Applications received by the end of the day on 06/28/2026 are ensured full consideration. Applications received after that date may be given consideration. Application materials will be evaluated, and the most qualified applicants will be invited to participate in the next step of the selection process. Incomplete and/or late application materials may not receive consideration.

Contact Information:

For questions regarding your application and additional options to apply, contact Human Resources at recruitment@uwosh.edu or 920-424-1166

Work Authorization

Unless otherwise indicated in the job posting, the University of Wisconsin Oshkosh 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. UW Oshkosh is not an e-verify employer; therefore, STEM extensions are not options for work authorization.

Legal Notices:

Reasonable Accommodations

UWO 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 hroffice@uwosh.edu or 920-424-1166. 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
UWO is a State agency and subject to Wisconsin's Open Records Law. UWO 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 & Reference Check Policy
All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.

Annual Security and Fire Safety Report (Clery Act)

For the UWO Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see https://uwosh.edu/police/ , or call UWO Police Department, at (920) 424-1212 for a paper copy.

UW is an Equal Opportunity Employer
Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, status as a protected veteran, or any other bases protected by applicable federal or State law and UW System policies. We are committed to building a workforce that represents a variety of backgrounds, perspectives, and skills, and encourage all qualified individuals to apply.