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 Administrative Officer - Madison, Wisconsin, United States

   
Job information
Posted by: University of Wisconsin System 
Hiring entity type: Other 
Work authorization: Existing work authorization required for United States
Position type: Direct Hire, Full-Time 
Compensation: ******
Benefits: See below
Relocation: Not specified 
Position functions: Administrative - Receptionist/Secretarial
 
Travel: Unspecified 
Accept candidates: from anywhere 
Languages: English - Fluent
 
Minimum education: See below 
Minimum years experience: See below 
Resumes accepted in: English
Cover letter: No cover letter requested
Job code: WFXH39T6Ku6tlkEIwurYLt8jRBAj4H / Latpro-3789308 
Date posted: May-01-2021
State, Zip: Wisconsin, 53703

Description

POSITION SUMMARY

The Wisconsin Humanities (WH) Administrative Officer is a new position that will be critical to the operation of WH.  This position will report to the Associate Director and will be a back-up to that position. This position will have key responsibilities for financial and grant administration and office management. Listed below are the primary responsibilities for this position.

MAJOR RESPONSIBILITIES

Financial Administration 

  • Monitor UWSA Business Practices and assist the Associate Director in interpreting UWSA and WH fiscal policies for board members and staff
  • Assist the Associate Director in the development of monthly budget reviews and reports for the Executive Director and periodic reports to the board
  • Provide information to staff members who direct WH projects such as monthly updates on expenditures, spreadsheets, and fund balances
  • Find, interpret and/or provide the mechanisms for staff who direct WH projects to procure goods and services for their public-facing programs
  • Assist in the maintenance of records and documentation of WH’s National Endowment for the Humanities general operating support grant
  • Application of the ShopUW+ Platform to complete purchasing and payment workflows
  • Responsible for the office Purchase Card (P-Card), P-card documentation, and reconciliation

Grants Management 

  • Utilization of WH’s online grant management system, Foundant
  • Utilization of WH’s in-house database system for grant management (FileMaker software)
  • Determine and designate appropriate funding sources to awarded grants
  • Compile periodic grant information for archival purposes and for periodic reporting to various constituencies
  • Prepare, send, and track reporting required by grant subrecipients on an annual, fiscal year basis
  • Follow WH fiscal policies and grant guidelines
  • Review grant applications prior to board decisions and provide information on applicant adherence to the administrative rules of WH guidelines
  • Maintenance of records of grants awarded by WH, ensuring compliance with NEH, WH, State of Wisconsin, and UW regulations
  • Provide programmatic review and grading of grant applications for staff and board
  • Oversight of grant management, including assurance of timely receipt of information, reports, and post-grant documentation from subrecipients.
  • Coordinate with NEH grants office and UWSA Business Services to prepare reports on WH grant activity and budget

Office Administration 

  • Make updates to WH database, including corrections contained in bulk mail list reports
  • Order office supplies as needed, maintain inventories of office stocks and equipment
  • Open and distribute incoming USPS and Inter-D mail
  • File and maintain records and documentation for all purchases and activities of WH
  • Prepare and process Travel Expense Reports and other forms for board members, staff, and constituent partners as needed
  • Assist staff and board with meeting and travel arrangements using UW System’s process and procedures
  • Provide administrative support to other WH staff for other projects as needed

Meeting Administration 

  • Organize three annual meetings of the WH board, and other meetings/events as deemed necessary.  This includes:
    • handling all meeting logistics
    • communications with board members, constituents and other attendees
    • providing assistance to staff in the preparation of meeting materials and meeting minutes

Provide Support for Director of Development  

  • Assist WH Director of Development with fundraising efforts
  • Provide support for development mailings (mail merges, etc.)
  • Provide research assistance using WH Filemaker database and the internet
  • Provide support for Alumni Circle group of former board members
  • Enter donor and donation information into Filemaker database
  • Prepare and process donations to WH and ensure they are deposited into the correct WH accounts at the UW Foundation (by mail)
  • Prepare and send thank you letters, follow-up letters, etc.

MINIMUM QUALIFICATIONS

To be considered for this position, applicants must have:

  • Experience with, and interest in, the use of database systems for storage and manipulation of multiple kinds of data
  • Proven skill in use of Microsoft Office suite software, including Excel and Word
  • Ability to interpret and clearly communicate WH’s grant-related fiscal rules to grant recipients
  • Ability to interpret and respond to the fiscal requirements placed upon WH by our grantors and our fiscal agent, University of Wisconsin-System Administration,
  • Ability to work well as a team member in a small office environment and feel comfortable interacting with board members and diverse members of the public

PREFERRED QUALIFICATIONS

Well-qualified applicants will also have a substantial amount of experience in a combination of the following:

  • Bachelor’s degree
  • Significant administrative experience in an office environment
  • Interest in the humanities and cultural programming

CONDITIONS OF EMPLOYMENT

The Administrative Specialist (R08DN) position is a full-time, salaried (exempt) academic staff position. The successful candidates can expect to make between $38,500 and $48,500 on an annual basis. Salary will be commensurate with the successful candidate’s qualifications and experience.  UW System employees receive an excellent benefit package. To learn more about the UWSA comprehensive benefit package, please access ALEX, the UW System’s on-line virtual benefits counselor.  In addition to ALEX, you can read our benefit summary guide: Summary – Faculty, Academic Staff & Limited Appointees. Furthermore, the UW System Total Compensation Estimator is a tool designed to provide you with total compensation information.

SPECIAL NOTES

Employment will require a criminal background check. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.

The University of Wisconsin System is engaged in a Title and Total Compensation (TTC) project to redesign job titles and compensation structures.  As a result of the TTC project, official job titles on current job postings may change in Fall 2021.  Job duties and responsibilities will remain the same.  For more information please visit: wisconsin.edu/ohrwd/title-and-total-compensation-study/.

To ensure full consideration, complete applications must be received by May 23, 2021. 

For more information on the University of Wisconsin System, access our site at http://www.wisconsin.edu/.

The University of Wisconsin System Administration is an affirmative action/equal opportunity employer and actively seeks and encourages applications from women, minorities, and persons with disabilities.

 


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Requirements

None

 

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