Administrative Assistant III - Academic Affairs / Provost's Office

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Position Title:

Administrative Assistant III - Academic Affairs / Provost's Office

Job Category:

University Staff

Employment Type:

Regular

Job Profile:

Administrative Assistant III

Job Duties:

OVERVIEW

The Administrative AssistantIII (AD003) providesadministrativesupportacross multiple units, as assigned, within Academic Affairs.The assistant will becross trainedin a variety of administrative skills, toprovidecomprehensive support andback-upassistancewithin the division, asneeded.The positionutilizesdiscretion,operateswith minimal supervision, makes use of varying technology systems, and collaborates extensively with stakeholders on activities including customer service and continuous improvement.

Official UW Title
(Code) / Job Description:
AD003 / Administrative Assistant III

RESPONSIBILITIES

Provide comprehensive support and administrativeassistancetoassigned units.

• Serve as the first point of contactforassistanceand providebasic organization information via phone, in person and through other communication mediums, routing more complex inquiries toappropriate entities.

• Schedulelogisticsand secure resources for meetings, conferences,event coordination,travel, and work operations.

• Maintain theunitspace and monitor, stock, order, and inventory office supplies to ensure adequate materials are available for workplace operation, in coordination with direction from the Academic Affairs Accountant.

• Develops, sends, receives, copies, anddistributes communications to theappropriate entitiesaccording to established policies and procedures

• Prepares and audits complex records, edits documents, reviews work done by others and collaborates on special projects and new initiatives

• Develops, implements, andmaintainsmethods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures

• Manage computerhardware/software/equipmentpurchasesin accordance withcampus policy/procedures;maintaincomputerinventoryand keysaudits

• Assistwith personnel document processing

• Liaiseforstudent worker hiring, training, etc.

• Facilitaterecruitments, as neededandin accordance with HR practices and guidelines

• Assistwith budget-related items:

• Reconcilepurchasing: p-card,Shop UW,etc.

• Perform generalbudgeting: event planning,student worker tracking

• Manage the unit(s)website

• Assistwith event planning and coordination, including workshop/speaker contracting

• Assistwith program assessment, evaluation efforts, and end of year reporting

• Coordinate andmaintaintraining records,databasesand track professional developmentpurchasingand activities

RESPONSIBILITIES BREAKOUT:

• Multi-Modal Instructional Supports (40%):

• Director Administrative Support and Coordination

• Instructional Design (ID)

• Nakatani Teaching and Learning Center (NTLC)

• Academic Affairs Centers (35%)

• Other duties, as assigned25%

DEPARTMENT INFORMATION

The Provost's Office and units within Academic Affairs consist of dedicated professionals to ensure that UW-Stout provides the best possible environment for teaching and learning, scholarship, research, creative activities, and student services.

COMPENSATION

Competitive salary commensurate with qualifications and experience. A six-month probationary period is required.

QUALIFICATIONS

Minimum / Required

• Minimum of twoyears of experience working in an office setting

• Strong organizational, administrativeandresource management skills

• Attention to detail, proofreadingand editing skills

• Excellent interpersonal,verbaland writtencommunicationskills

• Customerserviceexperience

• Ability to work independently and as a part of a team

• Supportive ofan inclusive work environmentofdiverse people,situationsand ideas

• Good workhabits, such as attendance, punctuality, accountability, thoroughness, ability to prioritize work

• Excellent judgement including sensitivity to personal and confidential information

• Proficient with standard business software(e.g.Microsoft Office: Word, Excel, Outlook, Adobe, the internet)

Highly Desired/Preferred

• Associate degreeor higher

• Three (3) or more years of recent, consecutive years of experience working in a higher education environment.

• Experiencewith web development

• Experience supporting multiple units

APPLICATION INSTRUCTIONS

Complete applications received by end of day, January, 22, 2026 are ensured full consideration. Applications submitted after January 22, 2026 may be reviewed at the discretion of the search committee or until position is filled.

To apply, click on the APPLY button or go to: https://www.uwstout.edu/about-us/careers-jobs

Required application materials:

• Cover letter (* See below)
• Curriculum vitae or resume

All final candidates will be asked to provide names, email contact information, and/or phone numbers for three (3) references, with at least one being from a manager or supervisor, during the interview process.

*Please use your cover letter to speak to each of the Minimum/Required Qualifications for this position as listed above. For each required qualification, describe your relevant experience, using specific examples from your work history to illustrate how your experience satisfies the requirement.

It is the policy of UW-Stout to provide reasonable accommodation to qualified applicants with disabilities. If you need assistance, or accommodation in applying because of a disability, please contact us using the information below. Employment opportunities will not be denied because of the need to make reasonable accommodation for a qualified individual's disability.

For questions regarding this position or recruitment, please contact:

Search Chair: Tara Boyette

Phone: 715-232-2422

Email: boyettet@uwstout.edu

If you need assistance with the online application process or if you submitted your application prior to uploading all the required application materials, please contact:

Search Coordinator: Diane Duerst

Phone: 715-232-1629

Email: duerstd@uwstout.edu

ADDITIONAL INFORMATION

The University of Wisconsin-Stout does not offer H-1B or other work authorization visa sponsorship for this position. A successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment and for maintaining work authorization throughout the employment term. If you have questions regarding this, please contact our Human Resources office, Phone: 715.232.2149.

Key Job Responsibilities:

• Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums

• Prepares and audits complex records, edits documents, and reviews work done by others

• Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures

• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations

• Develops, implements, and maintains methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures

Guidelines to ensure consideration:

• Applicants must complete all required fields and attach all required application materials.

• Within your cover letter address each of the Minimum/Required Qualifications specified for this position. For each required qualification, describe your relevant experience, using specific examples from your work history to illustrate how your experience satisfies the requirement.

It is the policy of UW-Stout to provide reasonable accommodation to qualified applicants with disabilities. If you need assistance, or accommodation in applying because of a disability, please contact us using the information below. Employment opportunities will not be denied because of the need to make reasonable accommodation for a qualified individual's disability.

The Universities of Wisconsin provides an excellent benefits package including participation in the Wisconsin State retirement plan, demonstrating our commitment to the diverse needs of our employees.

• Employee Benefits: https://www.wisconsin.edu/ohrwd/benefits/

• To calculate the estimated value of your total compensation, use the Health & Retirement Contributions Estimator | Employee Benefits (wisconsin.edu)

Employment is contingent upon the final candidate's completing a criminal background check and being cleared to work by the Human Resources Office. Employment is also contingent upon the final candidate passing reference checks and an essential job function test, as applicable. The reference check process includes asking the final candidates' professional references questions regarding employee misconduct,sexual violence,andsexual harassment. Reference checks must be conducted at a minimum with three professional references, at least one of which must be a prior supervisor.

Final candidates with previous employment within the Universities of Wisconsin and State of WI agencies will be subject to additional reference checks.

In response to a public records request, the Universities of Wisconsin will not reveal the identities of applicants who request confidentiality in their online application, except that the identity of the successful final candidate will be released. See Wis. Stat. sec. 19.36(7).

UW-Stout is committed to providing safety and security of all members of our community in accordance with the Clery Act. For campus safety information and crime statistics visit: https://www.uwstout.edu/life-stout/police-and-parking/clery-information

UW is an Equal Opportunity Employer

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, status as a protected veteran, or any other bases protected by applicable federal or State law and UW System policies. We are committed to building a workforce that represents a variety of backgrounds, perspectives, and skills, and encourage all qualified individuals to apply.

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