Advising & Career Services Associate - College of Business & Economics - 14200

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INTRODUCTION:

The College of Business and Economics Advising and Career Services seeks a full-time Advising & Career Services Associate (University Services Program Associate).

JOB DUTIES:

This position is responsible for providing program and administrative assistant support to the College of Business and Economics Advising and Career Services. This individual will provide a wide range of assistance, guidance and service to students and staff. Duties include analyzing and maintaining student academic records, hiring and supervising student workers, and serving as resource person to University personnel and students regarding policies and procedures.

RESPONSIBLITIES:

50%   A. Student Services

1. Assist undergraduate students with registration and enrollment questions.
2. Enter academic record personalizations as directed by Assistant Dean, advisors, faculty, and approved student requests.
3. Provide support and assist with graduation clearance process in collaboration with the Registrar’s Office.
4. Process and maintain student academic records including registration processing, credit overload requests, curricular actions, and other academic related processes.
5. Coordinate special student enrollment requests; review student requests for enrollment and process enrollment permissions.
6. Maintain office and student records using electronic filing system.
7. Coordinate change of majors within the College of Business and Economics.
8. Maintain and assign academic advisors in WINS.
9. Enter and file class permissions as directed by Assistant Dean, advisors, faculty, and approved student requests.
10. Maintain the academic forgiveness student list for each semester. Create files for record keeping and review student eligibility.
11. Analyze, approve and file community service forms and enter milestone in WINS.
12. Monitor upper division admission status and enter milestone in WINS.
13. Communicate information about academic requirements to students – including graduation status, community service, upper division admission and others as needed.

30%   B. Administrative Support for the College of Business and Economics Advising and Career Office Staff

1. Serve as talent acquisition coordinator for new departmental hires.
2. Assist with scholarship application review process.
3. Maintain and evaluate travel expense reports for submission to the College of Business and Economics Financial Specialist.
4. Coordinate ordering and inventory of office supplies, signage and capital inventory.
5. Maintain inventory of documents and forms used by students for registration and/or advising.
6. Serve as a resource person to all university personnel regarding College of Business and Economics policies and procedures.

15%   C. Student Supervision

1. Hire, supervise and evaluate student workers.
2. Coordinate and facilitate annual student worker training and provide additional trainings as needed.
3. Manage student payroll process – review and correct hours for student workers, maintain records, and process documents for new hires.
4. Coordinate and serve as back-up to front-line customer service for College of Business and Economics Advising and Career Services – scheduling appointments, receiving incoming calls, greeting visitors, answering general questions and providing campus referrals.

5%     D. Other Duties as Assigned

1. Perform other duties as assigned by the Assistant Dean.
2. Attend weekly staff meetings and other university and college meetings related to position duties.
3. Will be an active participant in following applicable safety rules and regulations including necessary training and drills.

QUALIFICATIONS:

Minimum Qualifications:

• Associate’s degree with at least one year of experience in administrative support, academic advising, or registrar’s office or high school diploma with at least two years of experience in administrative support, academic advising, or registrar’s office
• Proficient in Microsoft Office – specifically in Outlook, Word, Excel
• Experience with electronic data management systems
• Detail oriented
• Excellent written and oral communication skills

Desired Qualifications:

• Experience with training and supervising
• Experience with PeopleSoft or student information systems
• Strong reasoning and decision making skills
• Ability to multitask and manage time efficiently in a high traffic environment

Knowledge, Skills, and Abilities:

• Ability to work collaboratively with staff and students
• Positive attitude and demonstrated ability to interact respectfully with people from diverse socio-economic, cultural and ethnic backgrounds
• Skills in answering phones, greeting visitors, and referring customers to the appropriate individuals or offices
• Ability to handle complex issues and questions as they arise

CAMPUS INFORMATION:

UW-Whitewater (http://www.uww.edu) is the largest regional comprehensive university within the UW System and enjoys a reputation as a high quality residential campus located near the scenic Kettle Moraine State Forest in southeastern Wisconsin. UW-Whitewater is situated on 400 acres of land and has an annual budget of more than $219 million. UW-Whitewater is located in the community of Whitewater, which has 14,622 residents and is within convenient driving distance to the metropolitan areas of Madison, Milwaukee and Chicago. The university enrolls more than 12,000 students in more than 50 majors housed within four academic colleges. UW-Whitewater also offers 16 master’s degrees and a Doctorate in Business Administration. The university’s strategic plan can be found at: www.uww.edu/strategic-plan. It has a special mission within the UW System to serve students with disabilities and, as such, embraces the principles of universal design and is one of the most accessible campuses in the state. UW-Whitewater is a Division III NCAA university and member of WIAC (http://wiacsports.com). The campus has over 200 student organizations and is a vital economic engine for southeastern Wisconsin.

UW-Whitewater is committed to seeking and sustaining a culturally and ethnically diverse campus environment, building a diverse faculty and staff with expertise and interest in serving students with diverse needs, backgrounds, ethnicities, abilities and other distinct characteristics in respectful, sensitive and understanding ways. 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 veterans.

ORGANIZATION INFORMATION:

The University of Wisconsin-Whitewater is part of the 26-campus University of Wisconsin System (https://www.wisconsin.edu).

Wisconsin Statute 19.36(7)(b) provides that applicants may indicate in writing that their 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 final candidate will be released. See Wisconsin Statute 19.36(7)(a).

UW-Whitewater requires 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-Whitewater 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.

SPECIAL NOTES:

UW-Whitewater embraces AAC&U’s LEAP principles (http://www.uww.edu/leap) and emphasizes student, staff and faculty participation in High-Impact Practices (https://www.aacu.org/resources/high-impact-practices). The Office of Research and Sponsored Programs (http://www.uww.edu/orsp) provides support for faculty scholarly and creative activities as well as other opportunities to apply for reassigned time and/or other resources to support research activities. UW-Whitewater faculty and staff also have access to technology transfer and research resources provided by WiSys (https://www.wisys.org). 

TO ENSURE CONSIDERATION:

Applications received by May 3, 2018 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. 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 262-472-1072 or hrstudent@uww.edu.

For questions regarding the position, please contact:

Joanna Stradusky
Administrative Assistant
262 472-1945
stradusj@uww.edu

HOW TO APPLY:

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

• Cover letter
• Resume
• Three professional references with address, phone number and email address

This Job ID is 14200.

Who are you?

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

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