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Universities of Wisconsin · 11 hours ago

Center for Excellence in Teaching and Learning: Administrative Assistant III/Prog & Operations Mgr

Eau Claire, WI

Full-time

Onsite

Mid, Senior Level

$20/hr - $20/hr

The University of Wisconsin Eau Claire is seeking an Administrative Assistant III/Program & Operations Manager for their Center for Excellence in Teaching and Learning. This role involves providing leadership in administrative systems, program management, and technology integration to support instructor professional development initiatives.

Higher Education

Responsibilities

Partner with the CETL Director and the Associate Director to coordinate and execute faculty development programs that advance institutional teaching and learning priorities

Serve as super user and tech lead for Workday Learning for program creation, program management, and offering registration; overseeing troubleshooting, testing, and updates about system enhancements

Manage all program logistics, including scheduling, speaker engagement, contract administration, material preparation, and coordinating on-site support through facilities, IT technology, catering services, and travel arrangements

Create and execute marketing strategies to promote CETL programs, leveraging digital tools and communication channels to maximize instructor engagement

Manage all Universities of Wisconsin system requests, coordinating program logistics and budget management with the Office of Professional and Instructional Development (OPID)

Manage the Scholarship of Teaching and Learning grant process by managing all submission forms, assisting applicants with submission logistics, administering awards, and addressing inquiries to ensure clear communication and strong support

Direct and oversee all financial operations, including budget development and monitoring, procurement, reimbursements, and contract management, to ensure accuracy and compliance as the Cost Center Accounting Specialist in Workday

Manage and prioritize all incoming CETL communications while providing on-site program support, including customer service and troubleshooting, to ensure timely and effective assistance for faculty and staff

Oversee office systems and resources and implement streamlined processes and digital tools to improve efficiency and service

Hire, train, and supervise CETL graduate assistants, delegating projects and weekly work plans that advance CETL’s mission and operational goals

Collaborate to create and prioritize instructor resources as outreach materials through internal SharePoint sites, campus-wide communications, and targeted marketing strategies

Lead the development, upkeep, and enhancement of CETL’s public website and internal platforms to ensure accessibility, functionality, and an engaging user experience

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

Qualification

Program managementBudget managementMicrosoft OfficeAnalytical skillsInterpersonal communicationProblem-solving skillsSupervisory experienceCustomer serviceLearning new softwareAttention to detailAdaptability

Required

Knowledge, skills, and ability to create and maintain organizational systems related to record keeping and work processes

Effective interpersonal and written/oral communication skills to interact professionally with diverse groups and individuals, both on and off-campus, using a customer-service mindset

Strong analytical skills and efficient problem-solving skills, while being adaptable in different situations

Experience managing unit budget plans with timely financial reporting

Strong attention to detail and ability to track details through designated time periods

Ability to work independently and prioritize tasks with limited guidance from a supervisor

Operational knowledge of Microsoft Office: Excel, Word, PowerPoint, and the ability to learn new software

Be able to lift 20 lbs. for occasional furniture arrangement

Preferred

Operational knowledge of Microsoft Teams and SharePoint and the ability to learn new software

Supervisory experience managing and delegating tasks

Prior experience with additional computer systems including various database experience, financial management (Workday), survey creation tools (Qualtrics), eform solution (BPLogix) Student Information System (My Blugold CampS), workshop registration application (Workday Learning), and Learning Management System (Canvas)

Familiarity with UW-Eau Claire or other UW System campus administrative procedures