Academic Department Associate - Biology - 15182

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INTRODUCTION:

The Department of Biology seeks an Academic Department Associate.

JOB DUTIES:

Provide administrative and office assistance to the chairperson, faculty, staff and students of the Biology Department in performing tasks that require in many cases exercising discretion, independent judgment, problem solving and interpersonal skills on a daily basis. The individual will be responsible overseeing student records, course records, grade changes, dealing with holds of records, auditing the progress on Biology students, identifying deficiencies, problem solving student issues with the assistance of the chair, budget maintenance and record keeping, assisting faculty/staff and students, responding to questions from students about the program. In short this person will run the daily administrative activities of the department, and serve as the face of the department.

QUALIFICATIONS:

Minimum Qualifications:

• High School diploma or General Equivalency Diploma (GED) AND two (2) years administrative office experience; or any equivalent combination of education, training, certification, and related experience
• Experience with accounts payable and purchasing; budget management

Desired Qualifications:

• Experience at an academic institution

Knowledge, Skills, and Abilities:

• Demonstrated skills in oral and written communication
• Demonstrated skills in organization and problem solving
• Ability to exercise independent judgment, troubleshoot, and solve basic problems
• Demonstrated knowledge and skills with computer software, particularly Microsoft Office and WINS, WISDM, HRS Payroll System (State related programs to be trained in)
• Ability to prepare reports,
• Ability to respond to inquiries and requests from internal and external parties
• Ability to analyze existing processes and identify areas for improvement
• Ability to act as a representative of the Biology Department
• Ability to work across functional boundaries and interact with employees and students at all levels
• Willingness and ability to be an active participant in following applicable safety rules and regulations including necessary training and drills
• Ability to interact respectfully with people from diverse socioeconomic, cultural and ethnic background

Responsibilities:

15%   A. Budgeting and record-keeping activities for the department

1. Oversee the departmental budget and all relevant accounts, maintain appropriate records and report to the department and Dean’s office the status of the budget.
2. Maintain records of departmental expenditures for all departmental user codes. Most of the record keeping will utilize WISDM.
3. Work in conjunction with the departmental lab manager, maintaining duplicate records of purchases, and incorporate them into the overall budget. All lab/course specific related purchases go through the lab manager position.
4. Prepare budget transfer documents for materials purchased from or sold to other campus departments.
5. Maintain a departmental credit card for specific purchases outside of those done by the departmental lab manager. A majority of purchases by this position should be for office/faculty/staff use associated with “non-specific” purchases (those not requiring specific understanding of equipment, shipping, receiving details).

20%   B. Administrative dctivities for the department

1. Compile information for and in cooperation with the chairperson and prepare, proofread and distribute finished documents and reports, such as timetable and search and screen materials.
2. Be responsible for office equipment, computers, printers, scanners, maintain (request service if needed from IT department) and organize departmental office “back up” projectors and computers. Maintain a sign up sheet/online calendar for the Dept. computer cart.
3. Answer phone and emails sent to the main office, make appropriate calls on behalf of the chair.
4. Serve as the face of the department to all visitors to the office, students, those interested in the department, respond to information requests.
5. Respond to requests for drop in tours, in conjunction with the chair, discuss the curriculum, emphases, etc. of the department.
6. Post various announcements and email pertinent information to all Biology majors.
7. Maintain the departmental list serve, and maintain the depart the website (with the assistance of the Dept. Web site manager (a faculty-held Dept. service).
8. Acquire proficiency in using computer software, attend workshops and training events to aid in the running of the office.
9. Order and maintain inventory for office related materials, including printer cartridges for faculty and staff, along with general office supplies.
10. Maintain the departmental office
11. Distribute incoming mail
12. Maintain office files
13. Take and transcribe minutes/tally ballots of meetings if requested.
14. Process departmental scholarship applications, record and notify recipients of scholarships.

15%   C. Secretarial assistance to faculty and staff

1. Assist and supervise giving, processing, and archiving student evaluations via course climate or other mechanisms in use.
2. Assist Search and Screen Chairs/Committees, place advertisements, receive applications, scanning documents and contacting perspective candidates, etc.
3. Maintain schedule of faculty office hours, syllabi with the aid of the department chair.

45%   D. Assistance with student records, services

1. Maintain and file student records, reports, waivers, substitutions, etc.
2. With the aid of the chair, review student transcripts, note transfer courses, testing results, perform personalization/permissions for courses with the approval of the chair.
3. Process major and minor changes
4. Provide relevant departmental materials to majors and minors, handle questions about the overall majors and minors.
5. Provide limited advising to drop in visitors, this advising is limited to basic requirements, understanding of prerequisites, course options, advising on College of L&S BA/BS graduation requirements, etc [note, this is not a replacement of mandatory advising appointments required by the department with faculty and staff]
6. Maintain records of student enrollment, numbers in courses, report on course demands.
7. Audit and review student records, checking for personalizations, deficiencies, note progress in the individual emphases. [note, this process will be supervised by the chair]
8. Assist students with processing late drops, adds, credit changes, withdrawls, etc. Refer students to appropriate offices on campus.
9. Evaluate, monitor and maintain individual records of transfer and special status students , serve as a direct liaison with BSE students.
10. Review all transcripts with the aid of the chair, aid in transfer days, and SOAR events where appropriate (events occur in the Departmental office and require manipulation of student files.
11. Monitor prerequisites of students for courses that require a “c” or better with the aid of the faculty. This requires contact with the departments of Chemistry, Physics and Math.
12. Record and assign advisors in the department with the aid of the chair
13. Review students noted by the graduate examiner that have applied for graduation and have deficiencies or need corrections.

5%   E. Miscellaneous

1. Assist in departmental use of the photocopy room
2. Assist in organizing scholarship reception (alternating years of responsibility)

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.

All final candidates must be asked, prior to hire, whether they have been found to have engaged in, are currently under investigation for, or left employment during an active investigation in which they were accused of sexual violence or sexual harassment. When obtaining employment reference checks, these same sexual violence or sexual harassment questions must also be asked.

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.

To learn more about UW-Whitewater's competitive benefits packages go to our: ALEX webpage, which is our interactive benefits decision support tool.

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).

CONDITIONS OF APPOINTMENT:

University of Wisconsin-Whitewater does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources.

TO ENSURE CONSIDERATION:

Applications received by February 13, 2019 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:

Kerry Katovich
Associate Professor/Chair of Biology Department
Katovick@uww.edu
(262)-472-5132

HOW TO APPLY:

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

• Resume/CV
• Cover Letter/Letter of Interest
• Three Professional/Supervisory References

This Job ID is 15182.

Who are you?

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