College of Letters & Sciences Advising Program Assistant - 14211 - Extended Deadline

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INTRODUCTION:

The College of Letters & Sciences Advising Office seeks a Program Assistant (University Services Program Associate).

JOB DUTIES:

Provide a wide range of program assistance to the College of Letters & Sciences (CoLS) Advising Office including office management, student-centered service, administrative support, and expert data entry. The person in this position must fully understand and implement university and college policies and procedures; take initiative and exercise independent judgment in the application of policies that relate to the assigned job duties and in resolving situations brought to the office by students and staff. The position requires the ability to review and research problems related to policies, processes, and data entry; attendance at specific pre-scheduled events and meetings; and the flexibility and knowledge to take on new tasks related to the support of the advising office, the university general education program, and interdisciplinary programs. Will be an active participant in following applicable safety rules and regualtions including necessary training and drills. The position is under the general supervision of the CoLS Advising Coordinator.

The hours for this year-round position vary based on departmental workload. The incumbant will work approximately 35-40 hours per week during fall/spring semesters and 15-20 hours during summer months. The approximate annual FTE is 80%.

Responsibilities:

60%   A. Manage office functions for the Advising Office, provide client-centered service to students, faculty, and staff, and support college initiatives related to student success

1. Oversee student employees to include hiring, training, scheduling, payroll, and evaluation.
2. Coordinate the transition of sophomore CoLS students from the AAEC to departments by managing Excel lists, communicating with departments, monitoring advisor assignments, and supporting transition events and initiatives.
3. Address student and staff questions by providing answers on basic curriculum, policy, and college processes. Make referrals to academic departments, Advising Coordinator, and Assistant Dean for Student Success when appropriate. Correspond with students and staff by email, phone, and in-person.
4. Review term activation reports for re-entry, transfer, online, and special students. Assign advisors as needed and provide documentation to departments.
5. Assist in the maintenance of the CoLS advising website, major/minor lists, and department/program information documents.
6. Manage general office functions including, but not limited to, maintaining office calendars and scheduling, monitoring and ordering supplies, revising print materials and documents for distribution, scheduling meeting rooms, making copies, and ensuring that mail is properly distributed.
7. Assist with the organization and planning of special events to include preparation of materials, room reservations, catering orders, and other general support.
8. Serve as primary phone contact for the Advising Office and online degree programs within the college. Respond to questions and make appropriate referrals.
9. Assist staff and students with WINS functionality.

15%   B. Assist in the support of the General Education and interdisciplinary programs

1. Assemble the timetable for Gened 130, Gened 140, and Gened 390 for review by the general education coordinator and enter the timetable in WINS.
2. Manage communication and assist with accommodation of students in the event that under-enrolled Gened courses are cancelled.
3. Review enrollments in Gened 390 to verify students have achieved the necessary prerequisites and keep a list of any exceptions authorized by the general education coordinator. Communicate with students who have not achieved the correct prerequisites and administratively drop incorrectly enrolled students.
4. Assemble and enter the timetable for interdisciplinary courses sponsored at the college level (L&S Interdepartmental, Public Health).
5. Provide administrative support for CoLS interdisciplinary program coordinators.

15%   C. Provide expert data entry for advanced functions in PeopleSoft (WINS) to include evaluation and processing of major, minor, and degree changes

1. Receive college forms and evaluate for completeness, accuracy, and compliance with enrollment policies. Process late course adds and late course drops as approved by the assistant dean.
2. Request queries from the Registrar’s Office and post foreign language retro credits.
3. Process foreign language, English, and math waivers; complete milestones; and enter other AAR personalizations as directed.
4. Serve as a WINS backup to departments when needed to release advising holds, assign advisors, and enter class permissions.
5. Review major change requests for accuracy and compliance with university and college policies and process via WINS with the understanding that precise entry is critical.
6. Communicate with students, departments, and administrative staff of the other colleges to resolve errors in requests for major, minor, and degree changes.
7. Adjust effective terms for readmit students and when requested by department chairs or the advising coordinator.
8. Maintain awareness of discontinued curriculum codes for majors and minors.

5%   D. Serve as backup support for other positions in the Dean’s Office

1. Crosstrain with the Student Status Examiner on functions related to personalizations, graduation clearance, and overload requests.
2. Crosstrain with the Curriculum Committee Secretary in order to step into that role as needed.

5%   E. Other responsibilities as assigned by the Advising Coordinator

QUALIFICATIONS:

Minimum Qualifications:

• Bachelor's degree or three years of experience in an office setting
• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook
• Experience with data entry and a high level of attention to detail
• Ability to independently problem solve
• Capacity to multi-task and make decisions to prioritize tasks
• Effective oral and written communication skills
• Ability to interact respectfully with a diverse group of constituents to include students, staff, and administrators and those of various socioeconomic, cultural, and ethnic backgrounds

Desired Qualifications:

• Knowledge of and experience with PeopleSoft student information system
• Experience with creating and updating print and web materials
• Work experience in an education setting

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 June 3, 2018 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:

Lori Trimble
Academic Department Associate
262-472-1137
trimblel@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
• Name and contact information for three professional references

This Job ID is 14211.

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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