Full-Time

Administrative Assistant 3

Deadline 9/8/26
University of Wisconsin System

University of Wisconsin System

Wisconsin public university system

Compensation Overview

$20/hr

No H1B Sponsorship

Oshkosh, WI, USA

In Person

Bachelor's, Associate's

Category
Administrative & Executive Assistance (1)
Required Skills
Word/Pages/Docs
Customer Service
Excel/Numbers/Sheets
Microsoft Outlook
Requirements
  • Excellent written and oral communication skills.
  • Strong customer service skills.
  • Proficiency in computers, including electronic calendar and email systems such as Outlook, Microsoft Word, Microsoft Excel, and Adobe Acrobat.
  • 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 fostering an inclusive and equitable workplace.
  • A high school diploma is required.
Responsibilities
  • Provide general administrative support to the Associate Vice Chancellor of Faculty and Academic Affairs and the Associate Vice Chancellor of Curricular Affairs and Student Achievement.
  • Schedule appointments and meetings and assist with travel arrangements.
  • Create files for letters, memos, and reports using Microsoft Word and Microsoft Excel.
  • Greet and assist visitors when they arrive in the office.
  • Schedule logistics and secure resources for meetings, conferences, travel, and operations.
  • Coordinate event planning for New Faculty Orientation, Titan Leadership Academy, Academic Open House events, professional development workshops, conferences, and other events.
  • Develop, send, receive, copy, and distribute communications to appropriate entities according to established policies and procedures while maintaining confidentiality.
  • Track administrative deadlines to ensure submissions are completed on time and sent to appropriate offices.
  • Prepare and audit complex records, edit documents, and review work completed by internal and external parties, including UW System reports.
  • Assist with coordinating Higher Learning Commission visit preparations and report submissions.
  • Complete and track payment requisitions.
  • Provide logistical support for events for CETL and attend Advisory Board meetings.
  • Support meeting arrangements and take minutes when needed.
  • Serve as the first point of contact for individuals and groups entering the Office of the Provost and Vice Chancellor.
  • Provide basic organizational information by phone, in person, and through other communication methods, and route complex inquiries to appropriate entities.
  • Coordinate the student employment process for academic colleges, facilitate proposal and approval processes, and track funding.
  • Provide backup support for all support staff.
  • Collect, analyze, and prepare communication materials from established sources using technology.
  • Maintain electronic and physical records according to established policies and procedures.
  • Assist with special projects as requested by the University Budget Office and Executive Assistant II.
  • Distribute mail to staff members within the Office of the Provost and Vice Chancellor.
  • Assist with maintenance of the Office of the Provost and Vice Chancellor website.
  • Develop, implement, and maintain organizational systems for electronic and physical records related to work operations.
  • Provide organizational information as a primary point of contact via phone, in person, and through other communication methods.
  • Prepare and audit complex records, edit documents, and review work done by others.
Desired Qualifications
  • Previous work experience in a college or university setting.
  • High-level problem-solving and decision-making skills.
  • High-level critical-thinking skills.
  • Ability to manage multiple tasks and organize work effectively to meet tight deadlines.
  • Ability to learn new or changed processes or applications quickly.
  • Ability to analyze problems objectively, make effective recommendations, and assist with implementing solutions.
  • Ability to interpret and apply University and System policies and procedures.
  • Experience with event planning.
  • An associate's or bachelor's degree is preferred.
University of Wisconsin System

University of Wisconsin System

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University of Wisconsin System is a statewide public higher-education system now branded as the Universities of Wisconsin. The system coordinates universities that provide undergraduate and graduate education, research, extension, and public service. It serves students, faculty, researchers, employers, public agencies, and communities throughout Wisconsin. Its operating model centers on member universities connected through system governance, shared services, public funding, technology, and statewide priorities. Teams work across instruction, research, student services, technology, facilities, finance, administration, and public engagement. Teams support coordinated daily delivery.

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