Advising, Retention and Career Center: Office Manager

POSITION: A full-time university staff position
is available in the Advising, Retention and Career Center beginning August 1, 2023. The working title for this assignment is Office Manager
with an official title of Administrative Assistant III.  This is an expected-to-continue assignment which requires a six-month
probationary period. The expected hourly hiring salary will be based on qualifications and experience.

MINIMUM QUALIFICATIONS: Associates’ degree from a regionally accredited institution,
demonstrated strong technical skills with excellent verbal and written communication skills, attention to details, organizational and time
management skills. Ability to delegate tasks and oversee staff. A solution-focused attitude and problem-solving skillset, interpersonal
skills, and the ability to work and communicate with different groups of people. A strong work ethic and ability to work as a team and
independently is necessary for this position.

PREFERRED
QUALIFICATIONS:  Recent or current customer-facing experience in a fast-paced office setting, experience with Microsoft
Excel including ability to sort, organize and analyze data and use of spreadsheets, and work experience with a software system such as a
customer management system or career management system.

DUTIES:

ARCC Administrative functions (60%):

·         Oversee Front Desk Operations, working
closely with Director of Career Services, to assign work to Front Desk Associate to ensure timely completion of work. Provide backup and
work at front desk as needed, to cover front desk associate time off, both planned and unplanned.

·         Facilitate hiring of student employees including Orientation Assistants and Front Desk
Assistants. Complete Request to Hires with appropriate budget, submit criminal background check request, and approve student work hours.

·         Hire, train, mentor and supervise front desk student staff, ensuring an excellent
customer service experience. Assign work to students that is engaging and developmentally appropriate.

·         Assist with training, evaluating, and mentoring front desk employees

o   Train staff on campus resources and best practices with students to enhance retention efforts

o  
Cross-train staff to ensure smooth work procedures and processes, consider priorities of the office and needs of students

·         Coordinate work schedules, hours, and vacations for coverage of the front desk. Manage
and update out of office email inbox.

·         Work with Outreach Counselor to schedule
campus digital displays to promote ARCC events

·         Coordinate administrative support
for all ARCC candidate search and screen processes.

o   Notify applicants of incomplete applications, as directed by
search committee chair. Coordinate meeting times with search committee, schedule on Outlook calendars. Coordinate phone interviews,
schedule, and hold times on committee calendars. Arrange travel for candidates, send agendas to campus constituents, schedule rooms.

·         Oversee the utilization of web scheduling programs to accurately schedule appointments
for academic advisors, career counselors, and student interns

·         Coordinate mailings
and mass emails to be sent to students and families, as well as other correspondence for Advising, Retention and Career Center staff

·         Manage the responses for departmental email and voicemail. Monitor ARCC, Academic
Testing and Orientation inbox, as needed. Communicate coverage with Front Desk Associates

·         Maintain all office records

·        
Update Blugold Insider to include accurate information for campus constituents

·        
Oversee the process of changing majors for students and facilitating proper advisor assignments. Work with academic department associates to
assign faculty advisors.

·         Direct front desk associates to assist with onboarding
new ARCC staff. Assist as needed.

·         Working in UWBI dashboard, manually update and
match majors of students to facilitate accurate advisor assignment.

·         Provide
support as needed in contacting students with attendance and academic concerns

·        
Facilitate sending advising post-appointment survey to students

·         Support ARCC
budget needs:

o   Assist ARCC leadership staff with reviewing several budgets including general fund, differential
tuition, revenue and segregated fees for all accounts and projected costs as needed.

o   On a monthly basis, create
invoices to chargeback UWEC Foundation for expenses, based on invoice and spreadsheet submitted to ARCC by University Accounting.

o   Determine ARCC purchasing needs and
prepare purchase orders and requisitions as needed. Complete eforms for computer/printer/software purchases.

o   Utilize
WISER data system in budget reconciliation and oversight.

o   Track budget transactions for accuracy, initiating budget
transfers as necessary

o   Monitor student employment budgets to make sure the correct budget is being charged, and
positive balance is maintained

o   Oversee the processing of travel authorizations and purchase card purchases for staff

Program Support (35%):

·         Offer administrative support for New Student
Orientation, including Welcome Week, Transfer, and International Orientation, including making room reservations, ordering food and
supplies, and providing general assistance. Complete direct pay requests and blanket purchase order requests as needed.

·         Assist with production and updates of the Orientation materials. Create mailing packets
for student Orientation attendees. Facilitate direct mailings for future Orientation attendees.

·         Build and manage New Student Orientation registration system. Track registration by
major and cluster, communicate data to Director of Advising and Enrollment Management leadership.

·         Answer email and phone calls of prospective students and parents about new student and
transfer orientations. Facilitate phone calls and text messages to students who need to sign up for New Student and Transfer Orientation.

·         During new student and transfer orientation, respond to students and guests
quickly, working closely with Assistant Director of Orientation and Orientation Interns to assure smooth functioning of the program

Other duties as assigned (5%)

THE UNIT: The unit of
the Advising, Retention and Career Center consists of 43 staff members dedicated to providing centralized support to UW-Eau Claire students.
Learn more here:  https://www.uwec.edu/academics/academic-support/arcc/

UNIVERSITY and EAU CLAIRE COMMUNITY: UW-Eau Claire, an institution of approximately 11,500 students
and 1,400 faculty and staff, is consistently recognized as a top comprehensive university in the Midwest and is widely known as a leader in
faculty-undergraduate research and study abroad. We strive for excellence in liberal education and select graduate and professional programs
through commitment to teaching and learning and dedication to our core values of diversity, sustainability, leadership, and innovation. To
learn more about UWEC, visit Future Employees | UW-Eau Claire
(uwec.edu)

The City of Eau Claire, situated at the confluence of the Chippewa and Eau Claire rivers, is at the center of a
metropolitan area of approximately 100,000 people located 90 miles east of Minneapolis/St. Paul. The area features beautiful parks and
trails, strong public schools, a vibrant arts scene and local food culture, and abundant recreational opportunities.

APPLICATION PROCEDURE:
Applications are submitted electronically. Please follow instructions found on the following UW-Eau Claire Web site: https://www.uwec.edu/job–postings/. You
must create an account and login before you can apply.  If you have not yet registered, click on the “Click here to Register” link to
begin the registration process. If you are already a registered user, input your “User Name” and “Password” and select “Login.”  Click
the link to the Advising, Retention and Career Center: Office Manager position (Job ID #19837) and then click the “Apply Now” button to
submit your application electronically.  Your application will not be considered complete until all required documents are attached and
all required fields are completed.  Please be sure you have included the following in PDF format:

• Letter of application
• Resume
• Names and contact information for three
  references.

Please direct requests for additional information to: Staci Heidtke, Director of Career Services,
heidtksl@uwec.edu

To ensure consideration, completed applications must be received by July 5, 2023. However, screening may continue until position is filled.