| Job Summary: | The University of Wisconsin-Madison is a public, land-grant institution that exemplifies the "Wisconsin Idea" - that the resources of the university should benefit all the citizens of the state. The Division of Continuing Studies provides and supports high-quality continuing education, outreach, service and scholarship related to personal enrichment and professional development.
The work of Administrative Assistants in the Department of Liberal Arts and Applied Studies (LAAS) requires independent judgment and decision-making skills. The position works independently under the supervision of the Odyssey Beyond Bars program manager. This position is responsible for many decisions involved in daily programming operations and has delegated authority to speak/act on behalf of program staff.
This position operates with a large degree of collaboration and teamwork. This position requires: excellent interpersonal communication, organization, and project management experience. In addition to handling multiple projects simultaneously, the ability to work with financial data is a requirement. Additionally, this position has the privilege of establishing working relationships with past OBB students, assisting with various needs and questions that students may have.
This position is responsible for supporting adult education programs for Odyssey Beyond Bars, a core program of the UW Odyssey Project. Odyssey Beyond Bars offers college jumpstart courses to students incarcerated in Wisconsin state prisons. We are part of the UW Odyssey Project, which for 19 years has empowered students living in poverty to overcome obstacles, find their voices and reframe their futures. Our jumpstart programs combine noncredit and for-credit courses with wraparound supports, including tutoring, academic and financial aid advising, and an alumni support network, that help our students succeed long-term. Many program alumni use their Odyssey Beyond Bars experience as a first step toward a college degree and as a foundation for success when they leave prison and return to their communities.
Administrative support and program coordination (50%):
- Maintain and manage electronic records and files.
- Assist with student enrollment paperwork, including organizing and maintaining student records and assisting Adult Career and Special Student Services to register students for Odyssey Beyond Bars courses.
- Initiate appropriate purchases following UW-Madison policies (requisitions, purchasing cards, etc.) for materials and services (i.e., textbooks, classroom supplies, honoraria, photos, graduation celebrations, etc.). Assure merchandise and services are delivered on time while maintaining appropriate documentation. Stay current on UW-Madison purchasing and accounting policies and procedures.
- Manage volunteer intake process under the supervision of the OBB program manager. Coordinate paperwork and logistics for OBB volunteers and other program guests, including background checks and requirements of the Dept of Corrections, in addition to the confirmation of dates, location, and travel.
Education / classroom support (45%):
- Assist in coordination efforts for the various aspects of Odyssey Beyond Bars programming, including:
-Coordinate preparation, production, printing, and distribution of Odyssey Beyond Bars recruitment materials, program/course materials, graduation certificates, weekly handouts, and other materials, as needed to support the program and OBB instructors.
-Coordinate and facilitate student support meetings with academic, financial, and personal/community advisors.
-Support production of Odyssey Beyond Bars student newsletter (?Oracle?), including typing, organizing files, and preparing pieces for publication.
-Support for student research projects, including organizing research materials on behalf of students, who have limited access to internet-based resources.
Provide General Department Administrative Support (5%):
- Participate in regularly scheduled department and divisional meetings, program support staff meetings, and other special meetings as requested.
- Other duties as assigned (including assisting with special events or projects, etc.). |
| Responsibilities: | Provides administrative support for a department, group of professionals, or to the manager of a work group consisting of professional staff and subordinate supervisors in support of unit goals, under general supervision - 10% Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
- 15% Serves as a first point of contact for individuals and groups, provides basic organizational information via phone, in person and through other communication mediums, and routes more complex inquiries to the appropriate entities
- 20% Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision
- 40% Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
- 15% Provides classroom-related support to faculty and students
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| Institutional Statement on Diversity: | Diversity is a source of strength, creativity, and innovation for UW-Madison. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the university community. We commit ourselves to the pursuit of excellence in teaching, research, outreach, and diversity as inextricably linked goals.
The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background - people who as students, faculty, and staff serve Wisconsin and the world.
For more information on diversity and inclusion on campus, please visit: Diversity and Inclusion |
| Qualifications: | - Strong knowledge and skills in Microsoft Office (Word, Excel, Outlook and Access).
- Strong organizational and multitasking skills, and attention to detail.
- Ability to work in a team environment, while working independently to coordinate, prioritize and follow-through on many varied activities. Must be flexible and adjust quickly to changing circumstances.
- Excellent problem-solving skills and independent decision-making skills.
- Excellent oral and written communication skills.
- Knowledge of general office/business management, skills, practices and methods.
- Openness to working with people who are currently or formerly incarcerated.
Preferred Skills:
- Experience working with diverse communities and adult learners. |
