JOB POSTING IS EXPIRED
Administrative Assistant III

Job Overview

Position Summary:

The Department of Development and Alumni Engagement at the University of Wisconsin-Platteville is seeking applicants for an Administrative Assistant III. The Administrative Assistant plays a vital role in ensuring the smooth operation of the Development and Alumni Engagement team by providing comprehensive administrative support. This position is responsible for assisting in the planning and execution of key events and priority projects, as well as offering direct support to the Executive Director and the UW-Platteville Foundation and Alumni Association Board.

This role requires a high level of discretion in handling sensitive information and maintaining confidentiality. The ideal candidate will be detail-oriented, proactive, and capable of managing multiple tasks in a dynamic environment.

This is a full-time, benefit, and paid leave eligible position. Wage for this position is $18.00 - $20.00 per hour, commensurate with qualifications and experience. 

Responsibilities:

• Support the planning and execution of Development and Alumni Engagement events and priority projects.
• Provide administrative assistance and support to the Development and Alumni Engagement team, including the Executive Director, Board Chair, Board Officers, and 32 Board Members.
• Serve as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums.
• Serve as the administrator for OnBoard, the board management software, handling board-related business and processes.
• Schedule logistics and secure resources for meetings, conferences, travel, and work unit operations
• Prepare agendas for committee meetings, executive committee sessions, and full board meetings.
• Develop, send, receive, copy, and distribute communications to the appropriate entities according to established policies and procedures
• Prepare and audit complex records, edit documents, and review work done by others.
• Support the submission of operational and board-related expenses, including entering FTRs and reimbursed expenses for the Executive Director.
• Obtain necessary approvals and signatures for board-related business.
• Help manage the Executive Director's calendar and schedule meetings as requested.
• Handle sensitive information with discretion and ensure that confidential materials are securely managed.
• Oversee the inventory and ordering of office supplies and ensure that equipment is properly maintained and operational.
• Lead or assist with special projects as assigned, ensuring timely completion and alignment with organizational goals.
• Supervise and support student employees by assigning tasks, providing guidance, and ensuring responsibilities are completed effectively and in a timely manner.
• Develop, implement, and maintain methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures.
• Other duties as assigned.

What You’ll Need to Succeed:

Required:

• High School Diploma/GED
• At least one year of experience in an administrative support role, preferably within a nonprofit, higher education, or corporate environment.
• Ability to work collaboratively with team members and provide excellent customer service to internal and external stakeholders.
• Proven ability to manage multiple tasks, prioritize effectively, and maintain attention to detail in a fast-paced environment (ability to catch errors and ensure accuracy in scheduling, reports, and other tasks).
• Capable of handling sensitive information with a high degree of discretion and consistently maintaining confidentiality.
• Experience in planning and executing events, meetings, and conferences.
• Exceptional verbal and written communication skills to effectively interact with colleagues, alumni, donors and board members as well as drafting emails, reports, and other documents clearly and professionally.
• Proficiency in managing schedules, coordinating logistics, and handling various administrative tasks.
• Familiarity with office software (e.g., Microsoft Office Suite, email systems, scheduling tools) and comfort with technology for managing databases, office equipment, and virtual communication tools.
  

Preferred:

• Associate's degree from an accredited institution. 
• Resourcefulness and the ability to handle unexpected challenges, troubleshoot issues, and make decisions to keep operations running smoothly.

Why It’s Great to be a Pioneer:

Through the support of Pioneers near and far, UW-Platteville works hard to advance our community, drive innovation, and transform lives. We have a network of more than 54,000 proud alumni living in all 50 states and worldwide, but you don’t have to be a graduate to be a part of our proud tradition of excellence—we collaborate with companies and individual donors throughout the world in an effort to positively impact communities large and small.

The University of Wisconsin-Platteville, founded in 1866, offers 47 baccalaureate and 10 master's programs. It possesses institutional strengths in middle level education, engineering, industrial technology, agriculture, criminal justice and business. The campus is located in Southwest Wisconsin's largest and most historic community. The region offers excellent school systems, high quality medical and hospital facilities, outstanding recreational opportunities, and vibrant businesses and industries. UW-Platteville is a cultural and educational center for the Tri-State region of Illinois, Iowa and Wisconsin.

Take a virtual tour of our campus!

Application Deadline:

To ensure full consideration applications must be submitted through online applicant portal by October 23, 2024. Applications will be accepted until the position has been filled.

How to Apply:

The following documents are required for applicant consideration:

• Letter of application addressing all required qualifications
• A current resume
• Contact information (name, telephone number, and email address) for 3 professional references.

For questions regarding this position, please contact:

          Stacia Stephenson at stephensons@uwplatt.edu 

We Support Diversity and Inclusion:

Our mission is to foster a diverse environment that contributes to an inclusive culture and climate by promoting critical discourse and meaningful interactions between all members of our campus community.

Equal Employment Opportunity:

The University of Wisconsin-Platteville is committed to recruiting, supporting and fostering a diverse, inclusive and civil community of outstanding faculty, staff and students, and is an AA/EEO Employer. A criminal background check is required for employment. Applicants must be legally entitled to work in the U.S. at time of hire.

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