Employment

Academic Department Associate

Cert #: 3927


Academic Department Associate (ADA)
Posting Date:
October 28, 2009

There is an Academic Department Associate (ADA) transfer opportunity available in Geography/Geology for current state employees. The work schedule for this full-time, year-round position is Monday through Friday, 7:45 a.m. – 4:30 p.m.

This position is first available for mandatory transfer to current UW-Whitewater ADA (pay schedule/range 02-11) employees. If this position is not filled by mandatory transfer on campus, mandatory transfer consideration will be given to other ADA employees in the state system. If the position is not filled by mandatory transfer, permissive transfer candidates (employees with different titles in 02-11 pay range or in counterpart pay ranges) will be considered along with candidates from the state register.  (If you are unsure of your pay schedule/range, please contact Human Resources x1398 or x 5745.)

If you are interested in transferring as a mandatory candidate (current ADA employees only) notify Kathy Mather of your interest at 472-1398 or matherk@uww.edu.

If you are interested in transferring as a permissive candidate (current state employees in pay range 02-11 or counterpart) submit a resume with three supervisory references to Kathy Mather at matherk@uww.edu or fax 262-472-5668.


DEADLINE TO NOTIFY YOUR INTEREST OF MANDATORY OR PERMISSIVE TRANSFER INTO THIS POSITION IS 4:30 P.M. ON NOVEMBER 3, 2009.

University of Wisconsin-Whitewater
Position Description
Position: Academic Department Associate
Department: Geography/Geology


Position Summary
This position is responsible for providing program and administrative assistance to the chairperson of the Department of Geography and Geology in the administrative functions of the department.  The individual will provide a wide range of assistance, guidance, and services to students generally, and geography and geology majors and minor in particular. The work schedule for this full-time, year-round position is Monday through Friday, 7:45 a.m. – 4:30 p.m. Additional hours may occasionally be required, (e.g. geography night, Fischer Scholar night, alumni picnic, etc.).

50% A. Provide program and administrative assistance.

A1. Compile information for and in cooperation with chairperson and prepare, proofread and distribute finished documents and reports, such as timetable and search and screen materials, all which require a high level of accuracy and confidentiality.
A2. Hire and train student employees; assign and supervise work; evaluate performance; take corrective action when needed; recommend pay increases as appropriate within campus guidelines; maintain student timesheets and payroll records.
A3. Oversee use, maintenance and repair of office equipment and computer lab and hardware, including computers, printers, digitizers, plotters, scanners, etc.
A4. Answer phone and take messages and make appropriate phone calls on behalf of chair; answer and send pertinent emails on behalf of chair.
A5. Greet all office visitors, including students, in a friendly and professional manner.
A6. Post various announcements, articles and other pertinent information relative to graduate schools and employment in appropriate classrooms and on department bulletin boards, and email pertinent information to all geography majors.
A7. Acquire proficiency in using computer software programs specific to the fields of Geography and Geology, which are utilized by faculty and students.
A8. Order and maintain inventory of office, classroom, laboratory, and computer supplies.
A9. Maintain department office, seminar room, and other rooms.
A10. Open and distribute incoming mail and dispatch outgoing mail in department.
A11. On a rotational basis with Biological Sciences, Chemistry and physics, pickup and deliver mail to all departments in Upham Hall.
A12. Compose routine correspondence for postal or email delivery.
A13. Maintain office files.

25% B. Provide program and administrative assistance to the faculty in instructional, professional, and service activities.
B1.  Oversee production and/or photocopying of course materials, exams and other materials, including preserving confidentiality of prepared tests and quizzes.
B2. Research needed information and prepare purchase orders requested by faculty and approved by chairperson. Make purchases via web sites with pro-card after consultation with vendor representatives.
B3. Oversee pro-card records for now combined Geography and Geology and faculty grants.
B4. Assist in giving, processing, and archiving student evaluations.
B5. Reserve and prepare rooms (cleaning and straightening) for class, meetings, and special uses.
B6. Take phone messages for faculty that have calls forwarded to the main office.

10% C. Provide a wide range of assistance, guidance, and services to students generally and geography and geology majors and minors in particular.
C1. Maintain files of geography majors, file grade reports, personalized APRs, waivers, substitutions, portfolios, etc.
C2. Process major and minor changes for students.
C3. Provide relevant department materials to newly declared majors, environmental studies minors, answer basic advising questions, and arrange meetings with chair.
C4. Maintain waiting lists for students attempting to gain entry into courses listed as full, process absolute entries when requested by faculty, assist students with processing late drop and last adds, schedule advising, and refer students to appropriate offices on campus.

10% D. Oversee department budget and all relevant accounts, obtain prices per specifications, prepare purchase orders, and maintain appropriate records.
D1. Maintain records of departmental expenditures, reconciling them with SFS computer files, and keep chairperson and other faculty informed of budget status.
D2. Oversee/account for faculty generated teaching and research grants, contract work employing students, and overhead monies allocated to department from grants.
D3. Prepares stores requisitions, duplicating requests, equipment maintenance requests; research computer upgrades and networking, and other items with budgetary impact. (Given the special hardware and software needs of the discipline, acquiring basic knowledge regarding the use and maintenance of such is desirable.)
 

5% F. Perform miscellaneous tasks.
F1. Complete miscellaneous tasks requested by the chairperson and other faculty not described above.
F2. Publicize, distribute applications, schedule student interviews, and handle correspondence for Fischer Scholarship with bank, campus offices, and appropriate media outlets.  Also, assist in organizing and running Fischer Scholarship activities (pot lucks, talks, etc.).


Knowledge, Skills, and Abilities Required:
Ability to work collaboratively with co-workers, staff, interns, and student assistants.
Knowledge of computer software such as Microsoft Word and Excel.
Ability to hire, train, and supervise student assistants.