Academic department associate - current office support vacancy
Company Name:
Wisconsin Government
UW Oshkosh
ACADEMIC DEPARTMENT ASSOCIATE - CURRENT OFFICE SUPPORT VACANCY
Job Announcement Code(s): 14-01138
County(ies):
Winnebago
Classification Title: /JAC:
Job Working Title:
OFFICE SUPPORT EXAM 14-01138
ACADEMIC DEPARTMENT ASSOCIATE
Type of Employment:
Full Time (40 hrs/week)
Salary:
Starting salary is $15.258 per hour with excellent fringe benefits. Schedule/Pay Range 02-11. For fringe benefits eligibility and information visit . A six-month probationary period is required.
Contact:
Sharri Wolc, HR Assistant ,
Bargaining Unit:
Non-Represented
Area of Competition:
Open
Deadline to Apply:
3/26/2014
Exam Information:
Exam cannot be previewed.
To be eligible to apply for this position, you must have taken and received a passing score on the Office Support exam in August, 2013 or later.
A passing civil service score is 70 or higher. Please check your Wisc.
jobs
Job Cart to ensure that you have a current passing score for this position.
Serving as the primary
administrative
/confidential assistant to the Chair, this position provides paraprofessional administrative support to the Department of Art, its staff and students. The incumbent is responsible for monitoring and maintaining the department budget, course scheduling, maintaining confidential departmental files and faculty personnel files and preparing confidential correspondence and reports. The qualified candidate will work independently to assure that a wide-range of deadlines are met, assisting and advising the Chair, faculty and staff as necessary. This is a 1.0 FTE position, normal work hours will be 7:45 am to 4:30 pm, Monday -Friday. Flexibility in work hour scheduling is possible.
For a complete position description, please go toUW Oshkosh HR website.
Job Duties:
- Inform Chair, faculty, and when necessary students of timelines for various administrative/program deadlines and policies.
- Compose and send letters and memos, both under own signature, and Department Chair-s and Budget Committee Chair-s signature.
- Maintain confidential departmental files and faculty personnel files. Prepare confidential correspondence and reports.
- Attend department meetings and record minutes. Ensure that actions approved at meetings are documented appropriately and that affected individuals are notified. Prepare and distribute all meeting minutes; maintain files of all department and committee meetings.
- Supervise student employees and assign tasks. Authorized to sign work authorizations and time sheets, when necessary.
- Monitor and maintain budget for all department accounts. Prepare and sign all budget transfers as necessary. Responsible for monitoring and posting all transactions against the appropriate area, keeping track of the status of these accounts. Compile and prepare information regarding account status for budget meetings. Take and prepare minutes at Budget Committee meetings.
- Prepare and submit reimbursements for all faculty making sure proper procedures have been followed. Final signature authority.
- Monitor all department accounts via WISDM reconciling with departmental budget sheets, making sure all transactions are accounted for, with correct expenditures; reconcile any differences.
- Sole designated user of Departmental VISA purchasing card.
- Using the WISDM system, prepare, submit and authorize all purchases, reconciling monthly statements, and maintaining required records for audit purposes. Check each order for accuracy; verify catalog numbers and descriptions, specifications, current prices, etc.
- Keep current on authorized vendors; find appropriate vendors for specialty items. Receive and check in all orders making sure order is complete and correct. Contact Facilities for delivery assistance as necessary. Be aware of end-of-year deadlines for purchasing. Inform Purchasing/Accounting offices of any special instructions, such as specifications, payments with order, pick-ups, etc. Final signature authority.
- Enter advisor and student academic plan to all art majors (350) using PeopleSoft; update as necessary.
- Assist with process for recipient selection of department-s 5 scholarship awards given out each year. Notify appropriate faculty member. Generate congratulatory/rejection letters; notify Foundations office and awards committee of recipients. Prepare and submit disbursement authorizations. Update information for publicity each year.
- Process any course changes and additions to schedule through PeopleSoft program. Update grids and worksheets as necessary. Generate and post room change signs, as necessary. If changes affect students- schedules, compose and send an e-mail to each student.
- Maintain the department website.
Special Notes:
For UW Oshkosh campus safety / security information, , or call the Human Resources Office at for a paper copy. A criminal background investigation is required.
Job Knowledge, Skills and Abilities:
- Ability to multi-task and keep diverse projects timely moving forward
- Ability to anticipate, identify and adopt changes
- Knowledge of or ability to learn department policies and procedures
- Intermediate to high-level proficiency with data base systems such as PeopleSoft
- Thorough working knowledge of work processing systems such as MS Word performing advanced functions
- Ability to write grammatically correct correspondence; speak and convey thoughts clearly
- Knowledge of purchasing, travel expense reporting, budget tracking and reporting methods, and requisite systems such as (i.e. WISDM, Shared Financials System)
- Working knowledge of on-line learning management systems such as Desire2Learn (D2L) software for communications between faculty and students
- Knowledge of spreadsheet or database software (e.g. MS Excel, Access) to track and report data
- Competency using publishing software such as Adobe/Publisher
- Competency in web content management systems (CMS) such as Plone
How To Apply:
NOTE: You must have taken and received a passing score on the Office Support exam in August, 2013 or later to apply for this job. You will be using your Office Support score to apply for this vacancy and you must have a current, passing score. In addition to taking the exam, you must apply online by following these steps:
If you have a Wisc.Jobs account:
1) Click Log in to Apply at the top of the job announcement and log into your account.
2) Click -Apply Now- at the top of the job announcement.
3) Review your Job Application and make any necessary updates and click Continue.
4) Complete the Job Preferences screen and click Continue.
5) Once you are on the Application Status page, click on the -Use Current Score- button. You will get a message stating that -Your current score has been successfully applied to this recruitment-.
6) If you did not have the -Use Current Score- button, you have either not taken the Office Support exam or it has not been scored yet. In order to be eligible to take the next exam, be sure to follow the instructions on the Job Announcement for the Office Support exam.
If you do not have a Wisc.Jobs account:
1) Click Log In at the top of the webpage.
2) Click the Create New Account Button and follow the steps to create a new account.
3) Click Apply Now at the top of screen and complete steps 3 - 6 from above. If you need assistance with the online application process, call the Wisc.Jobs Help Desk at .Estimated Salary: $20 to $28 per hour based on qualifications.
Wisconsin Government
UW Oshkosh
ACADEMIC DEPARTMENT ASSOCIATE - CURRENT OFFICE SUPPORT VACANCY
Job Announcement Code(s): 14-01138
County(ies):
Winnebago
Classification Title: /JAC:
Job Working Title:
OFFICE SUPPORT EXAM 14-01138
ACADEMIC DEPARTMENT ASSOCIATE
Type of Employment:
Full Time (40 hrs/week)
Salary:
Starting salary is $15.258 per hour with excellent fringe benefits. Schedule/Pay Range 02-11. For fringe benefits eligibility and information visit . A six-month probationary period is required.
Contact:
Sharri Wolc, HR Assistant ,
Bargaining Unit:
Non-Represented
Area of Competition:
Open
Deadline to Apply:
3/26/2014
Exam Information:
Exam cannot be previewed.
To be eligible to apply for this position, you must have taken and received a passing score on the Office Support exam in August, 2013 or later.
A passing civil service score is 70 or higher. Please check your Wisc.
jobs
Job Cart to ensure that you have a current passing score for this position.
Serving as the primary
administrative
/confidential assistant to the Chair, this position provides paraprofessional administrative support to the Department of Art, its staff and students. The incumbent is responsible for monitoring and maintaining the department budget, course scheduling, maintaining confidential departmental files and faculty personnel files and preparing confidential correspondence and reports. The qualified candidate will work independently to assure that a wide-range of deadlines are met, assisting and advising the Chair, faculty and staff as necessary. This is a 1.0 FTE position, normal work hours will be 7:45 am to 4:30 pm, Monday -Friday. Flexibility in work hour scheduling is possible.
For a complete position description, please go toUW Oshkosh HR website.
Job Duties:
- Inform Chair, faculty, and when necessary students of timelines for various administrative/program deadlines and policies.
- Compose and send letters and memos, both under own signature, and Department Chair-s and Budget Committee Chair-s signature.
- Maintain confidential departmental files and faculty personnel files. Prepare confidential correspondence and reports.
- Attend department meetings and record minutes. Ensure that actions approved at meetings are documented appropriately and that affected individuals are notified. Prepare and distribute all meeting minutes; maintain files of all department and committee meetings.
- Supervise student employees and assign tasks. Authorized to sign work authorizations and time sheets, when necessary.
- Monitor and maintain budget for all department accounts. Prepare and sign all budget transfers as necessary. Responsible for monitoring and posting all transactions against the appropriate area, keeping track of the status of these accounts. Compile and prepare information regarding account status for budget meetings. Take and prepare minutes at Budget Committee meetings.
- Prepare and submit reimbursements for all faculty making sure proper procedures have been followed. Final signature authority.
- Monitor all department accounts via WISDM reconciling with departmental budget sheets, making sure all transactions are accounted for, with correct expenditures; reconcile any differences.
- Sole designated user of Departmental VISA purchasing card.
- Using the WISDM system, prepare, submit and authorize all purchases, reconciling monthly statements, and maintaining required records for audit purposes. Check each order for accuracy; verify catalog numbers and descriptions, specifications, current prices, etc.
- Keep current on authorized vendors; find appropriate vendors for specialty items. Receive and check in all orders making sure order is complete and correct. Contact Facilities for delivery assistance as necessary. Be aware of end-of-year deadlines for purchasing. Inform Purchasing/Accounting offices of any special instructions, such as specifications, payments with order, pick-ups, etc. Final signature authority.
- Enter advisor and student academic plan to all art majors (350) using PeopleSoft; update as necessary.
- Assist with process for recipient selection of department-s 5 scholarship awards given out each year. Notify appropriate faculty member. Generate congratulatory/rejection letters; notify Foundations office and awards committee of recipients. Prepare and submit disbursement authorizations. Update information for publicity each year.
- Process any course changes and additions to schedule through PeopleSoft program. Update grids and worksheets as necessary. Generate and post room change signs, as necessary. If changes affect students- schedules, compose and send an e-mail to each student.
- Maintain the department website.
Special Notes:
For UW Oshkosh campus safety / security information, , or call the Human Resources Office at for a paper copy. A criminal background investigation is required.
Job Knowledge, Skills and Abilities:
- Ability to multi-task and keep diverse projects timely moving forward
- Ability to anticipate, identify and adopt changes
- Knowledge of or ability to learn department policies and procedures
- Intermediate to high-level proficiency with data base systems such as PeopleSoft
- Thorough working knowledge of work processing systems such as MS Word performing advanced functions
- Ability to write grammatically correct correspondence; speak and convey thoughts clearly
- Knowledge of purchasing, travel expense reporting, budget tracking and reporting methods, and requisite systems such as (i.e. WISDM, Shared Financials System)
- Working knowledge of on-line learning management systems such as Desire2Learn (D2L) software for communications between faculty and students
- Knowledge of spreadsheet or database software (e.g. MS Excel, Access) to track and report data
- Competency using publishing software such as Adobe/Publisher
- Competency in web content management systems (CMS) such as Plone
How To Apply:
NOTE: You must have taken and received a passing score on the Office Support exam in August, 2013 or later to apply for this job. You will be using your Office Support score to apply for this vacancy and you must have a current, passing score. In addition to taking the exam, you must apply online by following these steps:
If you have a Wisc.Jobs account:
1) Click Log in to Apply at the top of the job announcement and log into your account.
2) Click -Apply Now- at the top of the job announcement.
3) Review your Job Application and make any necessary updates and click Continue.
4) Complete the Job Preferences screen and click Continue.
5) Once you are on the Application Status page, click on the -Use Current Score- button. You will get a message stating that -Your current score has been successfully applied to this recruitment-.
6) If you did not have the -Use Current Score- button, you have either not taken the Office Support exam or it has not been scored yet. In order to be eligible to take the next exam, be sure to follow the instructions on the Job Announcement for the Office Support exam.
If you do not have a Wisc.Jobs account:
1) Click Log In at the top of the webpage.
2) Click the Create New Account Button and follow the steps to create a new account.
3) Click Apply Now at the top of screen and complete steps 3 - 6 from above. If you need assistance with the online application process, call the Wisc.Jobs Help Desk at .Estimated Salary: $20 to $28 per hour based on qualifications.
|
|
 | |
