Overview
Office Administrator Jobs in Aurora, IL at Guaranteed Mechanical
Posting Details
Position Information
UW – System Position Title
Administrative Assistant III
Business Title
Major Department Code
Admissions (J032000)
Appointment Type
University Staff-Permanent
FLSA Status
Non Exempt
FTE (Percentage of Appointment)
100
Typical Working Schedule
7:45 AM – 4:30 PM, Monday through Friday.
Hybrid or On Campus
On Campus
Position Summary
Reporting to the Campus Visit/Event Coordinator, the Administrative Assistant III will provide general administrative support to the Admissions department. They will be responsible for maintaining a professional front desk presence, responding to customer inquiries, and scheduling/reserving meetings and reservations. They will also support group visit initiatives, complete purchase orders, and process student data. This is a full-time, University Staff position within the Office of Admissions. This position will be 100% in-person.
Responsibilities
Administrative Support for Admissions Office (50%)
Work collaboratively with faculty, staff, and administration to support the enrollment of undergraduate students.
Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations.
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.
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.
Serve as an active member of the Admissions team; working to recruit and enroll a highly qualified, diverse group of students.
Support ECCP and HSS students in the enrollment process
Perform other duties as assigned.
Group Visit Coordination (30%)
Intake and respond to group visit inquiries via email, form submission, or phone call.
Create schedules and coordinate logistics for visiting groups.
Provide day-of support to visiting groups and ensure a smooth visit experience.
Reserve spaces and presenters for the groups visiting campus.
Maintain records of groups visiting campus.
Office Maintenance (20%)
Place orders for office supplies and materials.
Complete purchase orders and requisitions for Admissions department.
Maintain the front lobby, presentation rooms, and workstations in an organized manner.
Manage printer paper and ink orders and maintenance.
Support mailing initiatives for external audiences.
Knowledge Skills and Abilities
KNOWLEDGE, SKILLS, AND ABILITIES:
Effective communication and interpersonal skills. Must have the ability to interact effectively with others and maintain effective working relationships with campus partners.
Excellent project and time management skills, with the ability to prioritize multiple tasks.
Accuracy, attention to detail, follow-through, and reliability are extremely important in this position.
Manage and keep sensitive information confidential.
Strong customer experience skills, with the ability to engage effectively with customers in-person, over the phone, and email.
Qualifications (Required):
High School Diploma
Willingness to learn and adapt to new and changing technologies.
Effective oral and written communication skills.
Organization and attention to detail, ability to perform detailed work with a high degree of accuracy.
Manage multiple priorities while consistently meeting project deadlines.
Ability to work independently and exercise a significant degree of judgment in decision-making.
Commitment to developing an inclusive, highly collaborative work environment.
Qualifications (Preferred):
Bachelor’s Degree from an accredited institution.
2 years of experience working in higher education or related field.
Working knowledge of Customer Relationship Management (CRM) tools, Student Information Systems (Peoplesoft), and/or Perceptive Content (Imaging).
Posting Detail Information
Posting Number
USH00318
Number of Vacancies
1
Desired Start Date
04/07/2025
Position End Date (if temporary)
Open Date
03/03/2025
Closing Date
Applicant Review Date
03/19/2025
Open Until Filled
Yes
Special Instructions to Applicants
Applicants are required to apply online. UWRF will not consider paper, emailed or faxed applications. Applicants are required to provide:
Resume
Letter of interest specifying qualifications and experience (cover letter)
Inquiries should be addressed to:
Sarah Sweeney
Search Chair
[email protected]
Deadline to Apply: Initial review of applications will begin upon receipt. For full consideration, applicants should submit all required materials on or before March 18, 2025.
The pay rate is $19.38 per hour
A six-month probationary period is required.
Employees receive excellent benefits including exceptionally low-cost comprehensive health, dental and vision benefits; employer match of Wisconsin Retirement System contributions of 6.95%; an attractive amount of paid leave per year in addition to paid sick leave. To learn more about our benefits, go to:
INCLUDE FOR ALL NON-FACULTY POSITIONS: UW-River Falls does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources at 715-425-4941.
Legal Notices
EEO/AA Statement
UW-River Falls is an equal opportunity, affirmative action employer subject to all state and federal regulations pertaining to non-discrimination based upon sex, gender identity or expression, sexual orientation, race, color, national origin, religion, disability, marital status, age, arrest and/or conviction record, veteran or military status. All persons, especially women, minorities, veterans, and persons with disabilities are encouraged to apply.
Employment is subject to federal laws that require verification of your identity and legal right to work in the United States as required by the Immigration Reform and Control Act.
Confidentiality of Applicant Materials
The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the final candidates may be released. See Wis. Stat. sec. 19.36(7).
Title IX Notice
As required by Title IX and federal regulations, UW-River Falls does not discriminate on the basis of sex in its education programs or activities, including in admission and employment. Questions about the application of Title IX may be referred to UWRF’s Title IX Coordinator at [email protected]; the Department of Education’s Office for Civil Rights; or both. For more information, please see uwrf.edu/titleIX.
Annual Security and Fire Safety Report (Clery Act)
The Annual Security and Fire Safety Report, which includes statistics about reported crimes and information about campus security policies can be viewed at or call University Police at 715-425-3133 for a paper copy.
Criminal Background Check and Reference Check Policy
Employment will require a criminal background check. Final candidates will be required to provide three professional references with at least one being a prior supervisor. Misconduct checks will be completed and a personnel file review for any University of Wisconsin or State employee within the past seven years prior to hire per UW System Administrative Policy 1275.
Other Notices
Supplemental Questions
Required fields are indicated with an asterisk (*).
Applicant Documents
Required Documents
Resume
Cover Letter/Letter of Application
Optional Documents
Title: Office Administrator
Company: Guaranteed Mechanical
Location: Aurora, IL
