University of Wisconsin - Madison

Position Vacancy Listing

PVL # 234081

Position Summary:
This position performs a variety of paraprofessional functions in the Division of Diversity, Equity and Educational Achievement (DDEEA) and serves as the Executive Assistant and Administrative Specialist for Mercile J. Lee Scholars Program (MJLSP), which encompasses Chancellor's Scholarship and Powers-Knapp Scholarship (CS/PKS). This position will ensure that all areas comply with the requirements of the University of Wisconsin-Madison and Federal/State Government policies and procedures, as well as a variety of applicable state and federal rules and regulations.

This position reports directly to the MJLSP Director. This position provides confidential, administrative, and paraprofessional support and work of considerable complexity. This position exercises a significant degree of independence and latitude along program lines which are governed by complex federal, state, and UW policies, rules and regulations. This position is responsible for assisting the divisional and departmental staff within the DDEEA with HR, fiscal, and general business services as well as program support and administrative/office management. This position acts as liaison between the OVPCDO staff and many other University departments and schools and colleges to serve HR, financial, business services, program support, and administrative needs. This position is performed under general supervision and direction; presents, recommends, and works with the administrative/business services team (BST) to implement procedures and policies related to HR, administrative, financial, business services and related program areas.

Principal duties:
30% Office Management/Support
- Identify, develop, and implement departmental and divisional workflow processes, procedures, and tools to support HR, administrative, program support, and financial processes. Assist with creating departmental and divisional policy to support campus policy related to these functions.
- Assist OVPCDO staff in planning and staffing events.
- Maintain office by organizing operations and procedures and coordinating suite projects.
- Review, order, and approve supply orders for the general suite and staff.
- Provide logistical support to program staff to carry out program meetings and activities. Provide direct administrative and scheduling support as necessary and required within the given work area.
- Supervise and lead clerical functions for student hourly staff.
- In some areas, serve as a point of contact for students and provide them with resources and triage services.
- Design and facilitate professional development and training programming for interns/staff related to areas of effort.
- Serve as office manager for the given work area.
- Serve as back up for Business Services Team with regard to the above function.
- Attend and participate in Business Services Team Meetings. Serve on Business Services Team sub-committees as requested.

20% Program Support
- Work with data management platforms used by the scholarship programs and campus to update, organize, and maintain program records, some of which may include confidential, privileged, and protected information.
- Play a key role in the development of record-keeping systems that support program functions. Also assist in generating reports for internal use and requested by UW Foundation.
- Format and send significant amounts of program correspondence and communications. Prepare, maintain, and use mailing lists.
- Manage the program's master calendar and assist with managing the website.
- Scholarship Application Process Support, including support and facilitation of online scholarship applications; compilation of confidential information; responding to general questions from prospective scholars, parents and other stakeholders.
- Coordinate event logistics, including RSVP and attendee tracking, pre- and post-event evaluations, and day-of coordination, and catering orders.

20% Fiscal Support
- Maintain internal fiscal records and update filing as necessary for accounting purposes.
- Ensure divisional compliance with state, UW System, and UW Madison rules and regulations. Where appropriate, work with director(s) and other area leaders to ensure fiscal responsibility and adherence to budget.
- Produce accounting reports (P-card logs, e-reimbursement information, etc.)
- Assemble documentation for financial transactions, including payments to vendors, requisitions, etc.
- Negotiate and secure event space
- Working with financial staff, calculate budgets and ensure they are adhered to
- Serve as back up for administrative services team with regard to the above functions

15% Human Resources Support
- Assist with new staff onboarding program development and implementation
- Serve as unit onboarding coordinator for the appropriate department(s). This will cover tasks associated with selection processes, hiring, and seeing onboarding through the first year, as appropriate.
- Assist with DDEEA divisional recruitment process development and implementation.
- Serve as search committee assistant for appropriate department(s).
- Serve as back up for Business Services Team with regard to the above functions

5% Staff Development
- Participate in department(s), unit(s) and BST staff meetings, as appropriate.
- Attend training and staff development activities.
- Assist in planning and executing divisional and departmental activities, meetings, and retreats.
- Identify and take part in professional development opportunities.

5% Travel Arrangements
- Find fare and schedule information
- Book reservations, including flights, hotels, and additional transportation
- Make alternative booking arrangements if changes arise before or during the trip
- Prepare e-reimbursements using the UW Madison campus e-reimbursement system
- Approve e-reimbursements for specifically assigned DDEEA Departments.
- Serve as back up for Business Services Team with regard to the above functions

5% Miscellaneous
- May be asked to attend Equity and Diversity Committee (EDC) & Minority/Disadvantaged Committee (MDC) meetings (take minutes and distribute necessary materials)
- Other duties as assigned.

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