Office manager

Full job description

Job Summary:

Serves as point person for the office at the Spooner Agricultural Research Station and Area Extension Agriculture Agent. Will direct inquiries to appropriate staff or answer basic questions related to the educational opportunities that are offered by the Spooner Agricultural Research Station or Extension. Duties include, but are not limited to, the processing of invoices, payment of vouchers, handling bills and verification of all accounting records in accordance with university policies and practices. Reviews invoices from vendors and contract service providers and submits to department head for approval of payment; notifies of discrepancies; and codes to appropriate funds. Helps maintain the station website and social media presence in coordination with the Station Superintendent and Extension Agricultural Agent. Assists in organization, promotion and preparation for outreach activities sponsored by the Agricultural Research Station and Extension Agricultural Agent staff.


The College of Agricultural and Life Sciences (CALS) is committed to maintaining and growing a culture that embraces diversity, inclusion, and equity, believing that these values are foundational elements of our excellence and fundamental components of a positive and enriching learning and working environment for all students, faculty, and staff. At CALS, we acknowledge that bias, prejudice, racism, and hate have historically occurred in many forms that cause significant and lasting harm to members of our community. We commit to taking actions each day toward a college that is inclusive and welcoming to all.

Responsibilities:

Provides administrative support for a department, group of professionals, or to the manager of a work group consisting of professional staff and subordinate supervisors in support of unit goals, under general supervision

• 10% Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• 20% Serves as a first point of contact for individuals and groups, provides basic organizational information via phone, in person and through other communication mediums, and routes more complex inquiries to the appropriate entities
• 20% Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums
• 10% Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision
• 35% Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
• 5% Assists with the collection and processing of research samples and data.

Institutional Statement on Diversity:

Diversity is a source of strength, creativity, and innovation for UW-Madison. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the university community. We commit ourselves to the pursuit of excellence in teaching, research, outreach, and diversity as inextricably linked goals.


The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background - people who as students, faculty, and staff serve Wisconsin and the world.

Education:

Preferred
H.S. Diploma

Qualifications:

• Experience performing office management support. Please describe the activities performed; e.g., receptionist, processing invoices, performing social media outreach, etc.
• Experience working with Microsoft Office and Quickbooks software. Please indicate the type of documents and/or activities you performed utilizing the software; e.g. creating letters, processing invoices, maintaining accounting records, etc.

Work Schedule:

24 hours scheduled per week with normal office hours at the Station being 8:00am - 4:30pm, Monday through Friday. Exact schedule will be subject to negotiation with candidate upon hire.

Work Type:

Part Time: 60%


It is anticipated this position requires work be performed in-person, onsite, at a designated campus work location.

Appointment Type, Duration:

Ongoing/Renewable

Salary:

Minimum $18.00 HOURLY
Depending on Qualifications
Actual pay will depend on experience and qualifications. Employees in this position can expect to receive benefits such as generous vacation, holidays, and paid time off; competitive insurances and savings accounts; retirement benefits. Benefit information at:

Additional Information:

• A criminal background check will be required.
• A probationary period will be required.
• Occasional travel required
• Work Authorization:

The successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment.

How to Apply:

Click on the "Apply Online" button to start the application process. You will be prompted to upload the following documents/Application Materials:


Resume (required) - Detail your educational and professional background


Cover letter (required) - Refer to your related work experience


References (required) - List of contact information for three (3) references, including your current/most recent supervisor. References will not be contacted without prior notice.


It's important that your cover letter and resume reflect your experience for this position related to the Qualifications section. Your application materials will be used during our evaluation to determine your qualifications as they relate to the job. The most qualified applicants will be invited to participate in the next step of the selection process.

Contact:

Justin Cave


Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

Official Title:

Administrative Assistant II(AD002)

Department(s):

A07-COL OF AG & LIFE SCIENCES/AG RES STA/SPOONER

Employment Class:

University Staff-Ongoing

Job Number:

295101-CP

The University of Wisconsin-Madison is an Equal Opportunity and Affirmative Action Employer.

Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, or status as a protected veteran and other bases as defined by federal regulations and UW System policies. We promote excellence through diversity and encourage all qualified individuals to apply.


Employment will require a criminal background check. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.


The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. sec. 19.36(7).


The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. UW-Madison will provide a paper copy upon request; please contact the University of Wisconsin Police Department.