Academic Department Associate- Languages & Literatures- 13153
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INTRODUCTION:
The Department of Languages and Lituratures seeks an Academic Department Associate. This is a full-time year-round position with normal working hours of 7:45 am to 4:30 pm Monday through Friday. A six month probationary period is required.
JOB DUTIES:
Position Summary:
Responsible position reporting to the Chair of the Department of Languages and Literatures. The complexity of tasks in this position typically ranges between moderate and considerable difficulty involving the exercise of discretion, independent judgment, exceptional problem solving and interpersonal skills on a daily basis. Major programs for which this office is responsible are courses in English, including proficiency courses, the general studies course The World of Ideas and the four strands of the English major, and courses in Foreign Languages, currently including Chinese, French, German, Japanese, Arabic, and Spanish. The person in this position has primary responsibility for managing office activities in support of the above programs.
Strong interpersonal communication skills, exceptional organizational skills, ability to work under pressure and be detail oriented are characteristics critical to the success of the individual employed in this position. Work performed in this position has impact on the effectiveness and successful result of work in this unit: effective dealings with students and prospective students and support of 60 FTE faculty a year. Familiarity with the University and state purchasing rules are helpful but not required; proficiency in a word processing program is required.
A. General Office Duties- Provide Administrative Support to Chairperson and Foreign Language Coordinator
A1. Manage a large departmental office (60 faculty/academic staff in two distinct programs: English and Foreign Languages) in order to assure accurate, efficient, timely, and courteous handling of administration, faculty, student, and public needs and requests.
A2. Maintain the department's budget (Services and Supplies and Student Help) and reconcile it with WISDM (the UW System Shared Financial System).A3. On the WINS System, monitor and adjust class sizes; enter enrollment permissions for transfer students and students seeking admission into closed sections. Remove academic advising holds; Assign advisor to students; Print/read AAR.
A4. Respond via email to prospective students seeking information on the various majors and minors offered by the department. Email students on the request for permission into a course.
A5. Coordinate the preparation of the timetable of English undergraduate and graduate course offerings and Foreign Language course offerings and enter into WINS database each semester on Excel spreadsheet.
A6. Assist in the preparation of the annual department budget request (includes comparing features and costs of capital equipment items; compiling data on yearly usage of consumable supplies, hours of student help required, etc.)
A7. Assist in the preparation of department's one-, five-, and ten-year plan and audit (including gathering and compiling data).
A8. Coordinate and monitor the hiring process for faculty positions in English and Foreign Languages. Learn process for hiring through TAM.
A9. Prepare, verify information, and proof copy for numerous flyers/hand-outs/brochures that support the various activities, programs, and functions of the department and its members, such as rotation of course offerings, Superior Writing Committee awards/program, English/Foreign Languages Fact Sheets, Independent Study forms, department's summer retreat, requirements for majors/minors, committees, etc.
A10. Oversee the filing of department records, such as confidential faculty personnel files, applications for positions, advisee folders, etc.
A11. Serve as contact person for English and Foreign Language programs.
A12. Oversee and maintain departmental equipment, furniture, keys, and office supplies (including business cards and photocopy machine). Order office supplies, coordinate equipment purchases, and complete maintenance requests. Research department needs, contact vendors, secure cost estimates, and make recommendations to department’s Planning and Budget Committee regarding purchase of capital equipment, such as a copier.
A13. Maintain inventory of printed marketing items in cooperation with the Communications and Marketing Coordinator. Work with University Mail Room and Printing Services to mail various publications. Distribute all mail.
A14. Attend pertinent meetings, workshops and seminars relevant to the enhancement of job performance as time permits.
B. Office Administration
B1. Ensure accuracy of University, unclassified, and student staff hours and leave reports.
B2. Help coordinate new staff searches with TAM.
B3. Perform various data entry tasks as they arise.
B4. Develop and carry out an application maintenance system with the University Archivists for Records Retention Disposition Authorization.
B5. Maintain accurate, current event and meeting files and documents.
B6. Maintain office financial records on budget expenses and balances, and verify and reconcile monthly expenditures.
B7. Provide assistance with preparation of brochures, flyers, pamphlets, and program agendas, graphs/charts as well as digital media including web pages on behalf of Chairperson and Academic Coordinators.
B8. Maintain contact and serve as liaison with other college departments, campus offices, or general public in coordinating departmental functions and providing information.
B9. Schedule and maintain appointments and meetings.
B10. For the Superior Writing Awards Ceremony produce award certificates and booklet.
C. Office Management
C1. Participate in decisions for physical needs of Department.
C2. Independently responsible for the operation of and training on the Departmental computers.
C3. Provide occasional project and staff support as needed.
C4. Actively participate on event coordination teams to establish event goals and delegate responsibilities appropriately.
C5. Take the lead in event management, including but not limited to, room reservations and set up, catering orders, invitations and registration, print materials, décor and entertainment, and invoice processing.
C6. Coordinate event related marketing or print materials.
C7. Develop and implement office procedures and processes as appropriate.
D. Provide Support to Department Faculty
D1. Administer, tabulate and record teacher/course evaluation process each semester.
D2. Collect all course syllabi and post online.
D3. Process letters to faculty for Post Tenure Review, Review Notices and Consultations for rehiring.
D4. Process Unclassified Hiring Forms every semester for Lecturer rehiring.
QUALIFICATIONS:
Knowledge, Skills and Abilities:
- Extensive knowledge of various uses of computer applications such as spreadsheets, databases, and word processors. The tools include Windows operating system, Microsoft Office, Excel, Adobe Acrobat, Calendar, and web tools.
- Skilled in typing proficiency and excellent 10-key skills. Basic accounting knowledge.
- Effective problem-solving techniques and decision-making skills in difficult situations.
- Excellent written and oral communication skills and familiarity with business style format.
- Ability to exercise considerable independent judgment, attention to detail, and high level of accuracy.
- Excellent organizational skills and the ability to prioritize and organize a variety of activities and projects simultaneously.
- Capacity to take initiative on projects and office duties, and a willingness to learn new processes.
- The ability to delegate work to appropriate staff, such as student employees.
- Ability to train and supervise student employees.
- Knowledge of basic supervisory techniques in order to monitor and evaluate work and provide information for performance evaluations.
- Excellent interpersonal skills and the ability to provide accurate and efficient service to staff, clients, other campus personnel, the general public, and vendors.
- Ability to interact respectfully with people from diverse socioeconomic, cultural and ethnic backgrounds.
- Willingness and ability to be an active participant in following applicable safety rules and regulations including necessary training and drills.
SPECIAL NOTES:
The University of Wisconsin-Whitewater is a regional comprehensive university with an enrollment of more than 12,000 students. UW-Whitewater has reached record enrollment four of the last five years and offers 50 majors in four colleges. UW-Whitewater also offers 15 master's degree programs and recently added a Doctorate of Business Administration. UW-Whitewater students achieve excellence in the classroom and on the playing field. In the 2014-15 Academic Year, UW-Whitewater was the first university in NCAA history at any level to win national championships in football, basketball and baseball in a single year. The campus offers more than 200 student organizations and is a vital economic engine for southeastern Wisconsin. UW- Whitewater is situated on 400 acres of land and has an annual budget of more than $219 million. - See more at: http://www.uww.edu/news
UW-Whitewater is part of the 26-campus University of Wisconsin System. Located in a community of 14,622 residents near the scenic Kettle Moraine State Forest in southeastern Wisconsin, Whitewater is within convenient driving distance to the metropolitan areas of Milwaukee, Madison, and Chicago.
Qualified veterans with a 30% or more service-connected disability are eligible for non-competitive appointment to permanent positions in classified civil service under s. 230.275, WI Stats. Ask the Human Resources contact listed on any job announcement for information on how to apply under this provision. Current State of Wisconsin employees are not eligible for non-competitive appointment.
The University of Wisconsin-Whitewater is an Equal Opportunity and Affirmative Action Employer, and actively seeks and encourages applications from women, people of color, persons with disabilities, and all veterans.
Wisconsin Statute 19.36(7)(b) provides that applicants for positions may indicate in writing that his or her identity should be kept confidential. In response to a public records request, the University will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wisconsin Statutes 19.36 (7)(a).
UW-Whitewater conducts criminal background checks as a contingency to employment. A criminal background check will be conducted prior to an offer of employment.
The University of Wisconsin - Whitewater requires that all employees be active participants in following applicable safety rules and regulations including necessary training and drills.
For UW-W Campus safety information and crime statistics/annual Security Report, see http://www.uww.edu/asfr. If you would like a paper copy of the report please contact the UW-Whitewater Police at 262-472-4660.
HOW TO APPLY:
Applications received by June 15, 2017 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. Application materials will be evaluated and the most qualified applicants will be invited to participate in the next step of the selection process.
If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact us at 262-472-1024 or hrstudent@uww.edu.
For questions regarding the position please contact:
Jacqui Palcic
Academic Department Associate
262-472-1313
palcicj@uww.edu
Only complete application packages will be considered. A complete application includes online submission of the following documents:
-CV/resume
Who are you?
The job ID is: 13153
A potential applicant who is NOT currently employed by the University of Wisconsin System, click here: UW-Whitewater External Applicants
A current employee of the University of Wisconsin System, click here: UW-Whitewater Internal Applicants