JOB REQUIREMENTS: JOB ID: 20785 Administrative Assistant II This full-time positive provides administrative support and office management duties for the Stout Vocational Rehabilitation Institute (SVRI) and is supervised by the SVRI Executive Director. This position has primary responsibility for answering phones; providing office coverage; processing and coordinating time and effort reports; fiscal and client data entry; processing bank deposits; running reports; setting up and facilitating staff travel and professional conference attendance; scheduling and setting up meetings; coordinating billing and collections procedures; facilitating recruitments and onboarding; and managing the overall office operations of SVRI. This position works closely with the SVRI leadership team, academic departments, and other university department staff to ensure the smooth and efficient operation of SVRI. Official UW Title: Administrative Assistant II RESPONSIBILITIES: 75% Office Management and Administrative Assistant Duties Responsible for office coverage, answering phones, and providing customer service to facilitate effective and efficient SVRI office operations. Provide Administrative Assistance to the SVRI leadership team including assisting the Executive Director with coordination of meetings, scheduling, and other administrative duties as assigned. Provide data entry on fiscal and client data bases. Provide Administrative Assistance as requested in the development and dissemination of SVRI correspondence. Provide leadership in streamlining office processes, procedures, and practices to ensure efficient and effective office operations. Communicate and coordinate with other university units to submit work orders, report building safety issues, and support efforts to embrace diversity and inclusive welcoming environments at SVRI. Arrange for, coordinate, and process SVRI staff travel requests, reimbursements, reservations, and reporting. Utilize the SVRI purchasing card to register the SVRI leadership team for national conferences and process payments in accordance with SVRI and UW-Stout policies and procedures. Coordinate, facilitate, and manage the monthly processing of SVRI staff Time and Effort reports in compliance with grant and contract provisions. Responsible for overall clerical operations of SVRI. 25% Financial Administrative Support Record payments, data entry, and process bank deposits on SVRI received revenue in coordination with the SVRI Accountant. Reconciliation of accounts on a monthly basis. Collect, record fees, and process general operations receipts. Prepare and develop specific reports pertinent to the SVRI budgets as requested. Recommend annual and long-range budget items. Work directly with the SVRI Executive Director and Accountant in maintaining the most effective and efficient means of operation for the Institute. Develop and maintain an efficient billing process, invoice processing, and deposit records. Maintain a working relationship with other budget offices on campus. Maintain and supervise confidentiality and security of financial and client records. Maintain an up-to-date manual detailing budget procedures. Applications received by end of day, 5/8/24 are ensured full consideration. Applications submitted after 5/8/24 may be reviewed at the discretion of the search committee. For questions regarding this position or recruitment, please contact: Search Chair: Elizabeth Gaertner Phone: 715-232-5652 Email: gaertnere@uwstout.edu If you need assistance with the online application process or if you submitted your application prior to uploading all of the required application materials, please contact: Search Coordinator: Bethany Biederman Phone: 715-232-1410 Email: biedermanb@uwstout.edu For additional details and to apply, visit the following website and search for Job ID 20785: www.careers.wisconsin.edu ***** OTHER EXPERIENCE AND QUALIFICATIONS: Mini um/Required 3 years of administration/office work experience or an equivalent education and experience Strong written communication skills Working knowledge of business software programs Demonstrated attention to detail and organizational skills Motivated to provide outstanding service to internal and external customers Ability to work independently and as part of a collaborative team Highly Desired/Preferred Demonstrated experience in establishing a climate that embraces equity, diversity, and inclusion Excellent judgement including sensitivity to personal and confidential information Ability to adapt to shifting priorities and operational needs Previous experience with performing general accounting and/or travel reporting tasks within the UW system or another state agency ***** APPLICATION INSTRUCTIONS: Apply Online: www.careers.wisconsin.edu