Administrative Assistant III

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Position Title:

Administrative Assistant III

Job Category:

University Staff

Employment Type:

Regular

Job Profile:

Administrative Assistant III

Job Duties:

Reporting to the Department Chair, provide administrative support for the academic operations of the Department of Communication. This position assures that the needs of the department are served and support is provided in areas that include comprehensive departmental operation, financial planning and administration, personnel administration, instructional activities, and liaison with other campus offices. This position requires independent judgement and decision-making skills. Acts as lead worker to the front office Administrative Assistant.

Key Job Responsibilities:

• Office Management 
• Perform administrative duties and manage the department office. Decide on priorities and organize office work for the Department of Communication faculty, part-time lectures, and graduate teaching assistants. 

• Develop and update guidelines for efficient functioning of the Department of Communication office and support staff. Recommend and initiate changes in various office procedures to facilitate efficiency.  

• Serve as administrative assistant to the Chair; liaise with the Dean’s office, other UWM offices, faculty, staff, students, and the public. Advise on deadlines and manage appropriate correspondence for the Chair.  

• Act as liaison with L&S Administrative Office, Graduate School, and other offices.  

• Act as liaison for UW-System and University units while audits are being conducted for campus units and outside vendors for procurement of departmental equipment and supplies.  

• Archive department records in accordance with UWM records management policies and dispose of documents according to University regulations.  

• Inform departmental graduate assistants and new instructors about department policies, office space, keys, copier, and computer and equipment usage.  

• Assist faculty and graduate students in complying with University policies and procedures for spending and travel. 

• In the absence of the front office Administrative Assistant, assist visitors, answer phone calls, and respond to student inquiries. 

Personnel 

• Provide support for faculty and staff recruitment processes as needed, coordinate recruitment steps with Chair and Letters & Science Human Resources.  

• At the request of the Chair, initiate requests of reappointment for part-time/ad hoc academic staff. Manage the rotation of unclassified appointment contracts. 

• Maintain faculty, ad hoc, classified, LTE, and student personnel files. 

• Coordinate appointments and create annual TA and ad hoc contract letters for all new and returning graduate teaching assistants. Prepare and process all required paperwork.  

• In compliance with federal regulations, distribute I-9 forms and audit newly completed forms for accuracy of information. Recertify personnel for any lapse of employment, change in status or title. Track certification and proper Visa status for Foreign Nationals. 

• Maintain Department email reflector lists and facilitate access to Department materials (Ufiles, Teams, etc.) for new faculty, lectures, and graduate students. 

Budget 

• Work with department Chair to prepare and maintain instructional and academic budgets. 

• Monitor all departmental accounts. This includes all supply and expenses, instructional equipment replacement, salary (FTE, GTA, etc.) budgets, as well as UWM Foundation accounts, grants, records on awards and program revenue. 

• Recommend annual allocations, monitor expenditures, make necessary adjustments, reconcile department records against the accounting system and resolve discrepancies, and prepare reports for Chair’s review. 

• Serve as delegated signature authority over all Supply & Expense expenditures, salary forms, and invoices. 

• Track expenditures and paperwork for campus events that include conferences, colloquia, and prospective stud