<p>Position Title Administrative Assistant II Location Appleton Department Main Hall Office Position Type Staff Position Description & Qualifications</p> <p>REPORTS TO: Executive Assistant to the Provost</p> <p>LOCATION: Main Hall Office</p> <p>PRIMARY OBJECTIVE:</p> <p>The full-time Administrative Assistant II will provide a wide variety of administrative services for faculty in Main Hall.</p> <p>JOB RESPONSIBILITIES:</p> <ul> <li>Type and proofread general correspondence/documents including letters, memos, faculty and student recommendations, reports, proposals, posters, manuscripts for publication, exam papers, and lab manuals. May compose routine correspondence. </li><li>Assist with department faculty searches by uploading candidate applications and recommendation letters, prepare and coordinate candidate interview schedules, arrange travel and lodging for their visit, communicate details of visit to candidate, prepare financial requests for expense reimbursement, and generate letters to all candidates at the end of the search. </li><li>Assist with planning for guest speakers coming to campus including travel, lodging, talk venue, technology needs, posters, itinerary while on campus and preparing honorarium following the engagement. </li><li>Assist faculty members with purchase orders, invoices, disbursement requests, expense reports, corporate card transactions, or other financial requests. Provide monthly budget reports to faculty. Oversee Main Hall office budget. </li><li>Reserve and approve rooms in the online room reservation system for all Main Hall classrooms; maintain master schedule of reservations; plan/arrange meetings for faculty members. </li><li>Order and monitor stock office supplies. Distribute incoming mail. Prepare outgoing mail and special mailings. Maintain bulletin boards in science buildings as needed. </li><li>Photocopy and/or scan various materials; assist faculty and students with operation of office equipment. Oversee usage (check out/in) of portable equipment. Help troubleshoot computer and printer issues. Purchase supplies for equipment and schedule service as needed. </li><li>Make vehicle reservations for off-campus class projects/field trips and prepare any necessary student travel paperwork; assist faculty and students with preparations (ex. reservations for travel, lodging, budgeting) for the Senegal program or other international travel for courses. </li><li>Serve as Building Coordinator (primary contact) for Main Hall. Work with Campus Security on scheduling building hours and access for students. Work with Facilities Services on issues of building maintenance and cleanliness. Coordinate with department chairs and the Associate Provost to assign office space for all new incoming faculty and organize the office moves within the buildings. Monitor issues of building maintenance. Monitor use of building equipment and assess equipment needs. Oversee "lost and found" items. Update directory signage, order nameplates, supplies, and office keys for new faculty. </li><li>Assist faculty members with miscellaneous tasks and special projects as assigned. </li></ul> <p>WORKING RELATIONSHIPS:</p> <ul> <li>Possess a pleasant demeanor and helpful attitude toward faculty, students, administrative staff, and visitors to the campus. Must work well with others. </li><li>May assist colleagues in Briggs Hall, West Campus, or Wriston Art Center by acting as contact during planned vacation or sick leave. Maintain effective communications with supervisor. </li><li>Support the university's mission of providing a welcoming and inclusive environment in Main Hall. </li></ul> <p>REQUIRED QUALIFICATIONS:</p> <ul> <li>High school diploma; additional education/training is preferred. </li><li>A minimum of two years prior administrative assistant/clerical experience with good keyboarding skills and accuracy. Proficient in Microsoft products (Word, Excel, Outlook). </li><li>Knowledge of office management and financial procedures. </li><li>Strong customer service, communication, and problem-solving skills. Demonstrate flexibility and willingness to perform duties wherever volume and priorities necessitate. </li><li>Excellent organization, planning, and follow through skills. Ability to multi-task. </li><li>Discretion and judgement when dealing with confidential information. </li></ul> <p>Posting Detail Information</p> <p>Posting Number S563P Number of Vacancies 1 Posting Date Best Consideration Date Close Date Open Until Filled Special Instructions Summary Anticipated Number of Hours per Week 40</p>