Position Description
UW System Title: Administrative Specialist (AD006)
Business Title: Administrative Specialist - Employment
Supervisor’s Business Title: Director, University Dining
Hours/Shift/Work Schedule: Standardized office hours, Monday - Friday with seasonal evening and weekend work.
Principal Work Location: Main Campus
Department: University Dining
Employee Category: Academic Staff
FLSA Status: Exempt (salaried)
YOU MUST APPLY ON THIS WISCONSIN EMPLOYMENT SITE TO BE CONSIDERED FOR THIS POSITION: https://www.careers.wisconsin.edu/psc/careers/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_SCHJOB_FL&Action=U&
UW-Stevens Point, Job # 21006 - Administrative Specialist
Position Summary
This position will have responsibility for a variety of professional level administrative work in support of University Dining’s personnel management goal of recruiting, trainings, and assisting new employees in adjusting to the University Dining work environment. This position will ensure that hiring practices, training events, and all employment procedures and practices comply with federal, state, university, and departmental policies. In addition, this position will work closely with all units within University Dining on administrative/personnel matters and serve on the University Dining leadership team.
Primary Responsibilities and % of Time
UNIVERSITY DINING EMPLOYMENT OFFICE - SUMMARY
- Serves as a first point of contact for individuals pursuing full-time or student employment or already employed with University Dining.
- Implements and executes established employment policies and procedures.
- Schedules logistics and secures resources related to the functions and specific duties of the University Dining Employment Office.
- Using technology mediums, this position will collect and analyze data and trends, prepare a variety of reports, make recommendations, or provide documentation in support of University Dining’s goals and objectives.
- Work closely with all Managers/Assistant Managers within University Dining’s units on administrative/personnel matters and serve as a member of the University Dining leadership team.
- Other duties as assigned.
1. Full-Time Staff Employment Program (60%)
- Assist with the annually review of all departmental employment policies, procedures, handbooks, and forms. Update as needed.
- Ensure all University Dining full-time staff have an updated position description on file with Human Resources and maintained in the University Dining TEAMs site. Position descriptions reviewed annually during performance management process and updated as needed.
- Maintain accurate personnel records for dining staff members (hiring, onboarding, training, performance review, certifications, salary, promotions, disciplinary actions, etc.)
- Assist with the creation of learning outcomes and curriculum for the successful on-boarding and training of University Dining full-time staff.
1.A. Full-Time Staff Hiring Process
- Decision to hire a new staff member made by Director/Associate Director. Position Description updated by Director/Associate Director along with a new position request and a search and screen committee developed. The Administrative Assistant, in consult with the Director/Associate Director will then compile and file all recruitment search and screen forms with UWSP Human Resource Office to begin the recruitment. (New position request form, position description, search and screen committee membership, confidentiality agreement, ADA form, recruitment plan, screening device, interview questions, reference questions, background checks form, final appraisal form, appointment form, etc.).
- Keep the official search and screen file for all openings of full-time staff positions with University Dining.
- Educate the search and screen committee on the recruitment process. (Complete applicant reviews in the TAM/WorkDay system, sign confidentiality agreement, complete recruitment training, and Ethical and Equitable Search trainings via canvas, etc.)
- Coordinate candidate interview schedules and logistics for unit management staff to conduct interviews.
- Inform Director/Associate Director or unit manager to conduct reference checks and make offer of employment once all pre-hire paperwork has been completed.
- Finalize all hiring paperwork with Human Resources once offer has been completed contingent on a positive background check completion.
- Initiate the background check process and contract offer paperwork with information from unit manager.
- Meet with University Dining’s HR liaison once a week to stay abreast of upcoming employment issues or concerns.
1.B. Full-Time Staff On-Boarding
- Create, and annually update new full-time staff on-boarding checklist.
- Throughout the year plan and schedule all logistics of new full-time employee orientation sessions.
- Prepare onboarding kits for welcoming and educating new employees to University Dining.
- Collect employee details for entering within the campus technology systems.
- Assign online trainings to staff.
- Educate new and returning staff about mandatory online trainings during onboarding and ensure completion by assisting new employee with mandatory trainings and necessary paperwork during their first day of work with University Dining.
- Coordinate all on-boarding activities along with personnel record keeping with the University Dining Administrative Assistant.
1.C. Full-Time Staff Training and Development
- With the Director and Associate Director, create and conduct training presentations with new and returning staff at the start of every semester.
- Schedule all logistics of training events and developmental events.
- Develop on-boarding and on-going training agenda/outline/timeline with unit management staff to cover location specific training and equipment training. Training specific to all culinary staff should be with the assistance of the Executive Chef.
- Responsible for the development of safety training for all staff – campus safety, chemical safety, food safety, fire safety, blood borne pathogens, etc. Arrange and coordinate various vendors to provide this training.
- Create and annually edit a safety audit form for each University Dining unit. Performa monthly safety audits in consult with the unit manager and the Executive Chef.
- Serve as the University Dining Incident/Accident reporter. Follow-up with EHS Specialist regarding Incident/Accident reports.
- Facilitate two (2) Serv Safe training programs each year for University Dining staff members.
- Communicate with Assistant Manager/Executive Chef/ Associate Director and Director regarding staff members in their units who have not completed training in a timely manner, failed mandatory trainings, or who are not abiding by established employee policies and procedures.
- Ensure all staff members of University Dining have completed all mandatory trainings required by UW System, UW-Stevens Point, and the University Dining department.
2. Student Staff Employment Program (40%)
- Assist with the overall management of the University Dining’ student employment program.
- Provide direct supervision and mentorship to the University Dining Student Employment Program Manager, University Dining Payroll Coordinator, and University Dining Training and Development Coordinator.
- Serve as a full-time staff mentor to the Student Leadership Staff consisting of student managers, floor managers and shift leads from all University Dining units.
- Conduct background checks and grade point checks of new and continuing student employees following campus guidelines for accessing confidential information.
- Assist with the creation of learning outcomes and curriculum for the on-going University Dining student employment orientation and training program.
- Assist with the creation of learning outcomes for student management staff and student employees within University Dining.
Required Qualifications – Knowledge, Skills, and Abilities:
- Demonstrated organizational and project management skills.
- Ability to work with and respond effectively and appropriately to students, staff, coworkers, and unanticipated requests.
- Demonstrated ability to utilize Microsoft and other administrative products (examples include Excel, Word, Outlook, Teams, Peoplesoft, Workday, etc.)
- Ability to multi-task, work within defined processes, yet ability to be flexible and solve problems.
- Ability to communicate effectively across multiple levels in an organizational structure and with diverse constituencies.
- Serv Safe Instructor certification and Registered Proctor certification for the exam, or willing to become certified in these dual roles within 6 months of hire.
Preferred Qualifications - Knowledge, Skills, and Abilities:
- Bachelor’s Degree.
- Previous experience with curriculum planning and/or learning outcomes.
Working Environment:
The noise level in the work environment during food service times can be chaotic and noisy, while during non-service times the noise level is minimal.
This position description should not be interpreted as all inclusive. It is intended to identify the major responsibilities and requirements of the job. The incumbents may be requested to perform job-related responsibilities and tasks other than those stated on this description.
This position description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the position change.
UW-Stevens Point is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the University will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
Job Type: Full-time
Benefits:
- Dental insurance
- Employee assistance program
- Flexible schedule
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Parental leave
- Vision insurance
Schedule:
- Day shift
- Evening shift
- Monday to Friday
- Weekends as needed
People with a criminal record are encouraged to apply
Work Location: In person