UW MILWAUKEE
UNIVERSITY STAFF POSITION DESCRIPTION
Name of Employee:
Official Title: Office Operations Associate
Working Title (If Different): Assistant to the Project Manager
☐ Temporary
Appointment Type:
X Project
☐ Continuing
Position Number:
Division, Department: Finance & Administrative Affairs-Integrated Admin Services
Operational Area: Business Process Management
Immediate Supervisor Name: Sylvia Banda
Title: IS Business Automation Specialist
Level of Supervision:
X Limited
☐ Close
☐ General
Organizational Chart: Please attach an updated organizational chart showing all employees (including
official titles) in the immediate department in which this position is employed.
Signature of Employee/Date
1.
Signature of Supervisor/ Date
Summarize the position’s primary function in one short statement.
The Assistant to the Project Manager provides support and assistance to the F&AA Project
Manager for the Integrated Administrative Services project. This includes planning and
coordination of project scheduling and administrative tasks, preparation of project documentation,
development of PowerPoint presentations, and organization and filing of electronic documents.
2.
List the major responsibilities of the position in descending order of importance and indicate the
average percent of time applied to each major responsibility over the course of a year. Under each
major responsibility statement, list the key duties performed as part of each of those
responsibilities. Most position descriptions will contain between four and six major responsibility
statements and three to five duties per major responsibility. Total percentage values must equal
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UW MILWAUKEE
UNIVERSITY STAFF POSITION DESCRIPTION
100%. Be specific… use quantitative terms where possible…. Keep statements brief, concise, and
in terms that can be understood clearly.
Approximate Percent
of Time Applied
Major Responsibilities (In Order of Importance)
Over a Year
A. 60% Assists project manager with planning and coordinating project scheduling and
administrative tasks
1. Maintain projects roster and meeting schedules for each project.
2. Make meeting room arrangements, including use of media/techonology.
3. Prepare letters, memoranda, email communications, and reports.
4. Oversee the workflow and activities for the Project Manager.
5. Develop and oversee a system of follow-up for requests for information or action for use
by the Project Manager.
6. Assist in preparing contact information resources for the project teams.
7. Prepare and maintain spreadsheets for tracking project progress and milestones.
8. Participate in basic research efforts, develops questionnaires & surveys, collect, assemble
and analyzes data
9. Standardize formatting of a variety of reports and proposals
10. Generate, or compile and prepare status reports
11. Maintain defined standard project management processes
B. 15% Provide administrative support for project team planning meetings
1. Prepare meeting agendas.
2. Attend project team planning meetings.
3. Take meeting minutes and distribute as needed.
4. Maintain electronic files of project meeting minutes.
C. 10% Assists project manager with meeting scheduling and maintaining project calendar.
1. Use independent judgement to maintain project manager’s meeting and activities calendar
using eletronic calendaring system.
D. 5%
Organize and electronically file documents within the document management system
(Sharepoint / OneDrive).
1. Oversee the maintenance of complex files within the document management system.
E. 5%
Assist with the preparation of PowerPoint presentations (including formatting revisions,
adding pictures, etc.)
1. Prepare Powerpoint presentations with direction from the Project Manager.
2. Proofread presentations and format revisions, including adding images, videos, links, etc.
F. 5%
Perform miscellaneous tasks necessary to further the project such as support the project
functional teams, and other duties as assigned.
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UW MILWAUKEE
UNIVERSITY STAFF POSITION DESCRIPTION
3.
Minimum qualifications should represent the absolute basic requirements needed to perform the
duties attached to the position. Please use this section to specify the minimum qualifications for this
position.
a. Identify any prior work experience that is required of the incumbent. If a certain experience
level is required, please quantify (in months or years) the minimum amount of experience
acceptable for a person entering this title.
Two years of experience in project administration or similar role.
Excellent organizational skills, as demonstrated by experience organizing the work of others,
organizing multiple or complex projects, and/or managing multiple schedules and deadlines.
b. Indicate any special training and/or professional certificates/licenses required of an incumbent
in this position.
Experience in the use of Microsoft Office Suite including word processing, creating and
maintaining spreadsheets, working with databases, and maintaining electronic calendars.
c. Please specify any minimum qualifications or requirements that are not addressed above.
4.
Working conditions refer to physical characteristics/surroundings of the job that make specific
demands of an employee’s capacity. Please summarize the working conditions of this position.
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UW MILWAUKEE
UNIVERSITY STAFF POSITION DESCRIPTION
Office environment with open office cubicle. Project meetings and presentations.
5.
Please list the equipment used in performing the essential functions of this position.
Desktop computer, laptop, projector
6.
Miscellaneous Information: Comment on aspects of the position you believe are not reflected
elsewhere in this position description, if necessary.
-
7.
Must be reliable, resourceful and organized for this project initiative
Attention to detail and responsibility for personal workload is critical
Take initiative to understand all aspects of what needs to be done to complete an assignment,
going beyond strict translation of what has been said
Self-starter
Ability to work collaboratively with others in a team environment
Excellent verbal and written communication skills
Supervision Analysis: Complete only if the employee supervises staff or acts as a lead worker for
staff.
a. How many people does this position supervise or lead either directly or through subordinate
supervisors (includes all staff, student employees and volunteers)?
No. of Full time Equivalent
(FTE) Staff Members
Supervised/Led
Job Titles of Staff
Members Supervised/Led
FTE
FTE
FTE
FTE
FTE
Total FTE Staff Members
FTE
b. From the list below, check the phrases which are applicable to the kind of supervision the
position is required to exercise over a ) Academic Staff; b) University Staff; c) Student
Employees and Volunteers.
a.
b.
c.
a.
Plan and schedule work
Evaluate performance
Assign work
Make hiring
recommendations
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b.
c.
UW MILWAUKEE
UNIVERSITY STAFF POSITION DESCRIPTION
Instruct and train in methods
and procedures
Make final decision on
hiring
Check and approve work
Recommend salary
adjustments
Make recommendations
regarding unsatisfactory
staff members
Make final decision on
salary adjustments
Make final decision to
terminate unsatisfactory
staff members
Recommend promotions
Make final decision on
promotions
Identified as a formal step
of review in grievances
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