| THE OFFICIAL EMPLOYMENT SITE OF WISCONSIN STATE GOVERNMENT | |||||
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UW Madison School of Medicine and Public Health Office Operations Associate, Family Medicine - CURRENT OFFICE SUPPORT VACANCYJob Announcement Code(s): 09-03159
To be eligible to apply for this position, you must have taken the Office Support exam within the last year. Your civil service score must be 70 or higher at the appropriate level of the vacancy (entry, intermediate, or advanced) and you must apply within 1 year of your exam date. Please check your Wisc.Jobs Job Cart to ensure that you have a current passing score for this position. Under the general supervision of the Director of Finance, the Office Operations Associate is responsible for providing a full range of administrative and program support services for the Department of Family Medicine management team. Requires the ability to simultaneously manage multiple tasks and projects, considerable independent judgment, attention to detail and the ability to understand and interpret complex rules, regulations and policies. The position also works closely with the Director of Finance to administer purchasing and fiscal operations. Job Duties:The Office Operations Associate duties include serving as primary contact for all questions, vendor inquiries or complaints relating to purchasing, facilities and human resource support for the Department of Family Medicine; providing program support and assistance to the DFM management team; and developing and maintaining frequent contact and guidance to department employees and over 30 unit budget managers regarding information on purchasing issues and rules, identifying problems, corrections and advising on procedures to be taken. Other duties include providing specialized training for a variety of operational processes, financial tasks and clerical tasks for new staff; create and maintain purchase orders, continuing order requisitions, academic support services agreements and internal work orders for DFM staff and clinics; independently purchase supplies, services and equipment; work with UW grant specialist to ensure proper coding and funding availability in specific grant accounts; and serve as subject matter expert and Site Manager for 20 plus UW credit card users. The position is also responsible for facilities management for the 1100 Delaplane offices, independently manage all facility issues including moves, phone lines, furniture rearrangement, acquisition and disposal; notifying St. Mary’s maintenance of any problems associated with the building amenities; and providing backup support to HR with volunteer faculty program appointment processing and resident contracts. For a complete position description, go to: http://www.ohr.wisc.edu/WebListing/Classified/PDDetail.aspx?vacid=73191&title=16160 For UW-Madison Campus safety information and crime statistics/annual Security Report, see http://www.wisc.edu/students/faculty/safety.htm, or call the Dean of Students office at (608) 263-5700 for a paper copy. Employment will require a criminal background check. Job Knowledge, Skills and Abilities: Extensive knowledge of various uses of computer applications such as spreadsheets, databases and word processors; general knowledge of accounting and other fiscal practices; effective problem solving techniques and decision making skills in difficult situations; excellent communication skills and office management skills; ability to delegate work to appropriate staff and manage a variety of activities and projects simultaneously; and effective customer service skills. You must have taken and received a passing score at the intermediate level on the Office Support exam in November 2008 or later to apply for this job. You will be using your Office Support score to apply for this vacancy and you must have a current score of 70 or greater.Application information must be received by Friday, November 6, 2009. In addition to taking the exam, you must apply online by following these steps: If you have a Wisc.Jobs account: Click "Log in to Apply" at the top of the job announcement and log into your account. Click “Apply Now” at the top of the job announcement. Review your Job Application and make any necessary updates and click "Continue." Complete the Job Preferences screen and click "Continue." Once you are on the Application Status page, click on the “Use Current Score” button. You will get a message stating that “Your current score has been successfully applied to this recruitment.” If you did not have the “Use Current Score” button, you have either not taken the Office Support exam or it has not been scored yet. As of March 2009, there is a pre-registration requirement for applicants to take the Office Support exam. In order to be eligible to take the next exam, be sure to follow the instructions on the Job Announcement for the Office Support exam. If you do not have a Wisc.Jobs account: Click "Log In" at the top of the webpage. Click the "Create New Account" Button and follow the steps to create a new account. Click "Apply Now" at the top of screen and complete steps 3 - 6 from above. If you need assistance with the online application process, call the Office of State Employment Relations' help desk at (608)267-1012. Or, you may send an e-mail to chr@ohr.wisc.edu. You must include the following information: First and Last Name Social Security Number as provided when you took the office support exam Specify you are interested in the School of Medicine and Public Health vacancy 0903159 If you do not have access to e-mail or the internet please contact Kate Lanphear at (608) 262-4564or fax information to (608) 265-3335.
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