Administrative Assistant

Position Summary

The administrative assistant is responsible for planning, organizing and coordinating administrative duties for the Office of Communications and Brand Marketing, as well as assisting with the planning and execution of University activities, programs and special projects. The Administrative Assistant reports to the Assistant Vice President of Communications and Brand Marketing.

Benefits

UIW has been identified year after year as one of the nation’s Great Colleges to Work For based on employee feedback. UIW offers an outstanding benefits package for full-time employees that includes medical, dental, vision, flexible spending accounts, numerous paid holidays, vacation and sick leave. Tuition benefits include UIW tuition waivers, tuition exchange programs and Brainpower Connection discounts for employees and dependents. Retirement benefits include 403b retirement plans with a 7% employer match, plus a retirement health solution. We also offer employer-paid Life/AD&D, long-term disability, pet insurance, an Employee Assistance Program (EAP), wellness programs, employee discount program, Public Service Loan Forgiveness (PSLF) eligibility and more! Please refer to the Human Resources webpage for additional details on our benefits and eligibility.

Job Duties

• Answer the phones, reply to voicemail and maintain the PR email account.
• Serve as a backup for answering the UIW switchboard as needed.
• Order office supplies and maintain inventory.
• Request purchase orders and pay invoices.
• Reconcile department credit card and petty cash requests.
• Ensure that Communications Office business and media contracts are reviewed and signed off by the CFO.
• Prepare confidential reports, charts and graphs.
• Act as a liaison with other departments regarding inventory control, building services, equipment maintenance and repair, purchasing, safety and other administrative matters.
• Perform other duties as assigned.

Qualifications

• Knowledge Skills and Abilities: Superb customer service skills, be detail oriented with the ability to multi-task and pivot with minimal notice. Excellent verbal and written communication skills. Demonstrated ability to apply knowledge in everyday work situations while utilizing independent judgment. Knowledge of current methods and systems of bookkeeping, filing and purchasing. Proven record of accuracy and speed, competency with Microsoft Excel, Word, Outlook, PowerPoint and Teams or equivalent. Ability to work effectively with individuals from diverse communities and cultures. Employee shall adhere to all applicable rules and regulations of the University, the Conference, and the NCAA.
• Required Education: High school diploma or GED equivalent.
• Required Work Experience: Three (3) years of increasingly responsible administrative, clerical or office experience in a complex office environment. Note that a Bachelor’s degree will be considered in lieu of required experience.
• Preferred Qualifications: Bachelor’s Degree. One year of supervisory experience. Similar experience in higher education.
• Required Certifications, Licenses or Registrations: Must have a valid driver’s license, driving record that is insurable by UIW insurance carrier, and be at least 21 years of age, as required to drive for UIW.
• Work Hours: Monday through Friday 8am to 5pm with extended hours as needed, especially in the planning and execution of events, to meet departmental goals.
• Physical Demands: Ability to lift up to 25lbs for table set-up/tear-down at events, as well as lifting office/marketing/event supplies. Ability to reach overhead, bend, squat to retrieve office/marketing/event materials. Ability to push/pull equipment/event/marketing carts/wagons holding up to 50 lbs. Ability to actively engage in events for extended periods of time. Ability to regularly move about campus and event venues to actively engage faculty/staff/donors/guests/(potential/current) students, as well as attend meetings on campus.