University of Wisconsin - Madison

Position Vacancy ID: 82947
Title: UNIV SERVICES ASSOC 2

Working Title:USA 2
FTE: 
Schedule - Range:02-10
Organization:ENROLLMENT MANAGEMENT - OFFICE OF ADMISSIONS
Schedule
Comment:		Hours: 8-4:30, some flexibility

Job Summary:This position is a multi-functional position in the Office of Admissions. It provides administrative support and functions both independently and collaboratively.

This position requires excellent organizational and communication skills, expertise with MS Word and Excel, and ability to use ISIS (Integrated Student Information System.) The incumbent is expected to exercise significant amounts of independent initiative and judgement, as well as strong administrative, problem solving and analytical ability.

 

Goals and Worker Activities

A.35%Provide administrative and program support for the recruiting program in the Office of Admissions and Recruitment.
1.Assist with preparation for all recruiting events, including high school visits, college fairs, receptions, and campus visits, obtaining and assembling materials, tracking participants and preparing name badges and displays.
2.Create and maintain up-to-date Excel spreadsheets and mailing lists of contacts at community colleges. Analyze and sort data appropriately for various uses and mailings.
3.Assist with coordination of alumni participation in college fair and other recruiting events.
4.Maintain current Excel database of alumni who participate in events.
5.Compose letters and develop special alumni mailings; serve as alternate phone contact to provide information for alumni who participate in these events.
6.Develop and formalize various mailing projects. Create mail merge documents, labels, envelopes, etc. Maintain accurate and detailed records of mailings.
7.Compose, develop and prepare documents, spreadsheets, and other materials for presentations, trainings, and reports by the associate directors.
8.Provide administrative assistance to the Associate Director.
9.Process Enrollment Deposits.
10.Provide back-up support and assistance for recruiting activity.
   
B.35%Provision of office support.
1.Answer incoming calls, provide answers/assistance or direct to appropriate Admissions personnel. Transfer calls to staff as necessary.
2.Receive/sort/distribute incoming mail, printings, and faxes for the department.
3.Order supplies and/or receive office deliveries, distribute or notify appropriate staff of receipt of goods.
4.Arrange for routine maintenance, maintain supplies (i.e. paper, ink and print cartridges), schedule repairs, and train other staff on office equipment (i.e. fax machine, copier, printers).
5.Maintain bulletin boards. See that all general use areas (reception, conference room, storage, kitchen, etc.) are kept clean and neat.
6.File correspondence for the Associate Director.
7.Provide back-up support and assistance for recruiting activity.
   
C.25%Calendar maintenance and meeting scheduling.
1.Schedule meetings for Associate Director with individuals and groups as requested. Consult with staff regarding priorities for scheduling, upcoming plans, scheduling conflicts, etc.
2.Schedule meetings for standing and ad hoc committees. Poll committee members for available dates/times, notify members of meeting times and locations, contact members regarding necessary changes. Arrange for members to participate via teleconference (e.g., telephone or skype) when needed. Prepare agendas and/or take minutes as requested.
   
D.5%Miscellaneous
1.Other duties and projects as assigned.
   

Knowledge and Skills

  1. Knowledge and understanding of the use of personal computer software.
  2. Knowledge and understanding of internet applications and e-mail systems.
  3. Knowledge of ISIS (Integrated Student Information System).
  4. Strong organizational skills and attention to detail.
  5. Strong oral, written and interpersonal skills.
  6. Ability to meet and deal effectively with people and maintain an effective working relationship with staff and public.
  7. Knowledge of record keeping practices and filing procedures.
  8. Ability to maintain high-level of organization and handle multiple assignments simultaneously.
  9. Strong administrative, problem-solving and analytical skills.
  10. Ability to work with diverse populations.
  11. Ability to work independently - exercising judgment, taking initiative, and seeking solutions to problems and improvements.