Academic Department Associate - Accounting - 13312

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INTRODUCTION:

The College of Business and Economics (CoBE) seeks an Academic Department Associate to serve the Department of Accounting.

JOB DUTIES:

Provide office management assistance to the department chairperson, department members, and students. Duties also include helping plan events the department hosts throughout the academic year, supervising student workers, preparing department newsletters, maintaining budget records, and miscellaneous office support tasks.

50%   A. Provide office management assistance to the department chairperson

1. Greet all visitors to the department office in a welcoming and professional manner, provide assistance making appointments with the chair, provide direction to proper university resources and any other assistance needed.
2. Prepare or proofread letters, memos, reports, curriculum proposals, and other written materials related to administration of undergraduate and graduate programs as requested by the department chairperson.
3. Prepare materials for and maintain records to support faculty personnel matters such as recruiting, reappointment, merit pay, promotion, and tenure as requested by the department chairperson.
4. Compile information and data needed by the department chairperson for reports and proposals relating to both the undergraduate and the graduate programs, department reports to the college, university and AACSB.
5. Coordinate arrangements for faculty meetings and meetings of the Department Advisory Board, including maintaining email lists, distributing notices of meetings, making room and catering arrangements, call-ins, RSVPs, taking minutes and other duties as directed by the department chair.
6. Maintain official records as required under university policy (e.g. department meeting minutes). This includes proper records of all transactions requiring the use of UWW Procurement Cards, ShopUWW purchases (of supplies), etc.
7. Enter course schedule in WINS each semester as directed by the department chair.
8. Track department spending on services and supplies, including student workers. Maintain budget information and documentation of expenditures per university policy.
9. Prepare department newsletter each January and June as directed by the department chair, in coordination with the department newsletter committee. The department has an electronic and a hard copy newsletter.
10. Hire student employees, schedule student employees, approve student worker payroll, supervise and monitor student work product, ensure student workers maintain confidentiality / privacy with their work, train student workers, organize student work hours to satisfy the needs of the department chair and department members.
11. Coordinate with CoBE webmaster to ensure department information is kept updated.
12. Coordinate with department chair and CoBE Advising to ensure handouts regarding program details are kept updated.
13. Act as liaison with other CoBE ADAs, coordinating schedules, equipment management.
14. Maintain professional contacts with and answer inquiries from (letter, phone, email, fax, walk-in) companies, vendors and other partnership organizations.
15. Be an active participant in following applicable safety rules and regulations including necessary training and drills

20%   B. Provide organizational support to department members

1. Assist department members with office support including ordering supplies for all department members / events, obtaining keys, preparing copies of documents as requested, organizing graders, and serving as a general resource.
2. Make arrangements for special requests such as room reservations, lab use, parking passes for campus guests, promotional materials (e.g. ordering gifts).
3. Provide department members with information about textbook representatives and making textbook orders. Ordering desk copies for instructors.
4. Provide assistance as requested by faculty who mentor student groups and student competitions.
5. Assist with instructor/course evaluations by students as needed and in accordance with CoBE policy.
6. Ensure compliance with UWW document policies. For example, place all course syllabi online; maintain exam documents for one year, and so forth.
7. Review travel authorization and travel reimbursement requests for faculty, providing information to help ensure documentation and forms meet university expectations.

20%   C. Coordinate department major events

1. For each event, a department member acts as the coordinator; the ADA works with that coordinator and the department to ensure events are successful. ADA work for these events may include room reservations, sending invitations, RSVP management, catering orders, program printing, nametag preparation, making parking arrangements, advising on documentation gathering, and coordination with various entities on and off campus, among other duties requested by the coordinator or the department chair.
2. Explore Accounting Day (EAD) (held each semester) – Consult with EAD Coordinator and the department chair. Special elements may include obtaining lunch bands, bus parking, ordering catering for teachers meeting, coordinating student-led tours, and surveying attendees, among others.
3. Etiquette Dinner (held each fall) – Consult with BAP Faculty / Internship Coordinator and the department chair.
4. Accounting Career Day (held each fall) - Consult with BAP Faculty / Internship Coordinator and the department chair.
5. CPA Firm Night (held each fall) - Consult with BAP Faculty / Internship Coordinator and the department chair.
6. Management Accounting Night (held each spring). Consult with BAP Faculty / Internship Coordinator and the department chair.

10%   D. Provide assistance to students

1. Answer student questions on course offerings, course prerequisites and general content, graduation requirements for both BBA and MPA degrees and program policies and procedures. Refer to department chair for permissions and advice as necessary.
2. Respond to inquiries from prospective students, mostly from the accounting@uww.edu email accounting (posted on the UWW website).
3. Assign advisors to undergraduate accounting majors.
4. Know the faculty and their specialization, office hours, and schedules, for correct reference or inquiries. Maintain listing of this information, which is distributed to department members and is posted on the department website.

QUALIFICATIONS:

Minimum Qualifications:

• Ability to maintain a welcoming and professional office atmosphere where faculty, colleagues, students and the public receive excellent service
• Ability to work in a dynamic environment, including the ability to learn, implement, and teach others about policy and procedure changes as they are adopted by the department, college or university
• Ability to work collaboratively with co-workers, staff and student assistants
• Ability to hire, train, and supervise student employees
• Knowledge of computer software such as Microsoft Word and Excel and the ability to learn / use university programs and systems to obtain / track / report information regarding department programs
• Clerical skills such as answering phones, greeting visitors, referring to appropriate individuals or office

Highly Desired Qualifications:

• Office Management
• Records Management
• Event Management
• Travel Coordination
• Employee supervision
• Campus software including WINS, TAM, PeopleSoft, Digital Measures, Resource 25, Qualtrics, HRS, eReimbursement, TravelWise, WISDM

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 August 21, 2017 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. This recruitment will remain open until filled.  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:

D’Arcy Becker
Chair, Department of Accounting
262-472-5463
beckerda@uww.edu

Only complete application packages will be considered. A complete application includes online submission of the following documents:

• Letter of interest
• Current resume
• Contact information for three references

Who are you?

The job id is: 13312

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

Before you get started with the online application process, we recommend you preview the frequently asked questions (FAQs) by selecting the link below.
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