Administrative Assistant - Transportation Services, Warehouse Operations and Sustainability Office - Facilities Planning & Management

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Position Title:

Administrative Assistant - Transportation Services, Warehouse Operations and Sustainability Office - Facilities Planning & Management

Job Category:

University Staff

Employment Type:

Regular

Job Profile:

Administrative Assistant II

Job Duties:

Attention:

The Department of Facilities Planning & Management at the University of Wisconsin-Whitewater seeks an Administrative Assistant - Transportation Services, Warehouse Operations and Sustainability Office (Administrative Assistant II, AD002).

Job Details:

The Administrative Assistant provides general administrative support to the Facilities Planning and Management department, office, and supervisory staff. Establishes, maintains, and ensures compliance of department records to ensure departmental goals. Tracks department funds and purchasing. This position will also provide customer service to campus employees, vendors, and other customers in person, over the telephone, and via email. May administer a variety of clerical, student support, and facility coordination duties.

Responsibilities:

• Develops, implements, and maintains methods and organizational systems directed at the maintenance of electronic/physical records related to department operations according to established policies and procedures.

• Establish and maintain an organized and accurate records management system for University-owned fleet vehicles, including vehicle registration and keys.

• Record fleet vehicle maintenance and repair data using TMA, ensuring accuracy, completeness, and timeliness.

• Maintain organized and accurate documentation of vehicle maintenance and repairs.

• Prepare forms required for the receipt of new fleet vehicles, removal of retired fleet vehicles, and requests for the purchase of replacement vehicles.

• Establish and/or maintain data collection for reporting sustainability-related key performance indicators, focused on the AASHE STARS framework.

• Assist with Sustainability internal and external communication and publications, such as newsletter, website, and social media.

**This description attempts to indicate the kinds and types of responsibilities given to this position and shall not be construed as defining all specific duties and responsibilities of this position. It is not intended to limit or modify the right of supervisors to assign, direct and monitor the work of their employees. Statements of employee duties are not intended to exclude other duties not mentioned that are of similar kind or level of responsibility.

Key Job Responsibilities:

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

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

• Serves as a first point of contact for individuals and groups, provides basic organizational information via phone, in person and through other communication mediums, and routes more complex inquiries to the appropriate entities

• Maintains established 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:

Facilities Planning & Management

Compensation:

Well-qualified candidates can expect a starting hourly wage of $18.75/hr.

UW System employees receive an excellent benefit package. To learn more about the UW System's comprehensive benefit package, review the UW System Employee Benefits Brochure .

Required Qualifications:

• High school diploma

• Previous experience providing professional administrative support

• Proficiency in Microsoft Office products (Word, Excel, Outlook, PowerPoint)

• Proficiency in Google Drive productivity tools (Docs, Sheets, Slides)

• Excellent communications skills, both verbal and written

• Meet requirements for operating a state vehicle (valid driver’s license and two years licensed driving experience)

Preferred Qualifications:

• Demonstrated experience in a higher education setting

• A working knowledge of UW System and UW-Whitewater policies and procedures

Knowledge, Skills and Abilities:

• Extensive knowledge of and/or ability to learn various computer applications such as spreadsheets, databases, and word processors; tools include Windows operating system, Microsoft Office, Excel, Calendar, and web tools

• General knowledge of office policies, practices, and procedures

• Basic accounting knowledge

• Effective interpersonal skills and ability to establish positive interaction with a variety of people

• Excellent organizational skills and the ability to prioritize and organize a variety of activities and projects simultaneously

• The ability to delegate work to appropriate staff such as student employees

• Ability to interact respectfully with people from diverse socioeconomic, cultural, and ethnic backgrounds

• Willingness and ability to be an active participant in following applicable safety rules and regulations including necessary training and drills

How to Apply:

Applications received by November 5 , 2025 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. The most qualified applicants will be invited to participate in the next step of the selection process.

Only complete application packages will be considered. This includes online submission of the following documents:

• Resume

• Name and contact information for three professional references

• Cover Letter

Contact Information:

For questions regarding this position, please contact:

Stephanie Lederman
Administrative Assistant II
262-472-1320
ledermas@uww.edu

If you have questions regarding this recruitment or if you are unable to complete the application online due to a disability or system problem, please contact us at (262) 472-1024 or hr@uww.edu .

CONDITIONS OF APPOINTMENT:

University of Wisconsin-Whitewater 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. UW-Whitewater is not an e-verify employer, therefore STEM extensions are not options for work authorization.

CAMPUS INFORMATION:

UW-Whitewater is a thriving public university located in southeastern Wisconsin. It leads the way in providing world-class, affordable higher education programs to more students than neighboring regional comprehensives in the University of Wisconsin System. A collaborative team of 1,300 faculty and staff are devoted to the success of the university’s 11,500 students at its main and Rock County campuses. The team provides high-impact practices and academic programs — online and in person — from associate to doctoral levels. Recognized nationally for affordability, inclusion, and career development, UWW serves approximately one-third first-generation students and boasts strength in many areas, especially business and education. The campus and community embrace the Warhawk Family spirit, supporting the university’s arts and nationally recognized NCAA Division-III level championship athletics. As a proud institution of access, more than 10 percent of undergraduate students use the acclaimed Center for Students with Disabilities — a priority mission since the 1970s.

UW-Whitewater's campuses are located centrally near Milwaukee, Madison, and Chicago, offering easy access to the cultural and commercial opportunities of major metropolitan areas. Near both Lake Geneva and the Wisconsin Dells, the area attracts numerous visitors from across the country. Whitewater is a vibrant college community near the Kettle Moraine State Forest offering area residents seasonal outdoor enjoyment. The nearby Rock County campus is located in Janesville, a town of 60,000 located on the Rock River and known as Wisconsin’s Park Place.

ORGANIZATION INFORMATION:

The University of Wisconsin-Whitewater is part of the 13-campus Universities of Wisconsin ( https://www.wisconsin.edu ).

Wisconsin Statute 19.36(7)(b) provides that applicants may indicate in writing that their identity should be kept confidential. In response to a public records request, the University will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful final candidate will be released. See Wisconsin Statute 19.36(7)(a).

Per Regent Policy Document 20-19, University of Wisconsin System Criminal Background Check Policy and Universities of Wisconsin Administrative Policy 1275 Recruitment Policies, UW-Whitewater requires criminal background checks as a contingency to employment. A criminal background check will be conducted prior to an offer of employment. All final candidates must be asked, prior to hire, whether they have been found to have engaged in, are currently under investigation for, or left employment during an active investigation in which they were accused of sexual violence or sexual harassment. When obtaining employment reference checks, these same sexual violence or sexual harassment questions must also be asked.

The University of Wisconsin-Whitewater requires that all employees be active participants in following applicable safety rules and regulations including necessary training and drills.

For UW-Whitewater Campus safety information and crime statistics/annual Security Report, see Annual Security and Fire Safety Report if you would like a paper copy of the report please contact the UW-Whitewater Police at 262-472-4660.

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.