Academic Department Associate - Computer Science - 13922

This posting is no longer available.

1. Greet visitors to the office. Answer telephone calls, check email and voice mail messages.
2. Transfer and forward calls and messages as appropriate.
3. Gather and distribute information for appointments, meetings, reports, etc.
4. Attend departmental meetings, take minutes, forward and post as appropriate.
5. Request online course evaluations for all computer science courses each term.
6. Provide support to search committees seeking new staff.
7. Arrange air travel and lodging, per UW System rules.
8. Ensure Travel Expense Reports are complete and submit.
9. Maintain department website pages, Facebook and other social media.
10. Forward all pertinent job, event and class announcements to students. Maintain department bulletin board.
11. Ensure that all curricular handouts are accurate and up-to-date
12. Maintain/enter timetable and collect syllabi for each course, each semester.
13. Check to ensure students have proper prerequisites for courses in which they are enrolled by running a query or checking grade rosters at the end of each term.
14. Assist in planning events  including meetings, workshops, speaker presentations.

1. Remove advising holds and enter course permissions in WINS as authorized by advisors, instructors and/or department chair.
2. Assist with other course-related activities, reports, etc. as requested.

1. Maintain and order office equipment and supplies. Renew/initiate lease on copier as needed.
2. Follow all regulations for using procurement cards. 
3. Reconcile WISDM charges to expenses monthly. Print out WISDM journal entries and attach to invoices and chargeback statements.
4. Prepare monthly log forms for purchases made using procurement cards
5. Prepare a budget, transfer of funds, and expense transfer forms as required.

1. Provide general information concerning majors supported by the department and make referrals to advisors as appropriate.
2. Assign advisors to students with 24 credits or more in the Computer Science major and all students (including Freshmen) declaring the MAGD-Tech Track major.
3. Assist students with completion of administrative forms, such as major/minor changes, late adds and late drops and course registration issues. Forward forms as appropriate.
4. Maintain student advising files in the department office.

1. Hire student tutors, office assistants, graders, research assistants and others directed. Follow current hiring procedures. Collect and validate required identification documents and required forms to be submitted to Human Resources and Diversity.
2. Train students in procedures and current payroll entry system. Send information and track additional training through iCIT for technology funded students.
3. Approve student hours each pay period.
4. Complete Status Changes as needed (raises, new org. code, termination, etc.).
   Create and post work schedules for tutors and office help. Work with faculty to establish and track work schedules for graduate assistants, instructional and research student help.
5. Complete student evaluations reviews. Track tutoring “clients” via on-line form.
   Attend training sessions as offered to remain up-to-date on the policies and procedures for hiring and supervising student employees.

1. Assist with hiring student help, purchasing supplies and documentation and reconciliation of budget expenses for grants and research projects.

1. Complete surplus requests, help desk tickets, work orders, key and access requests and other facilities or technology requests as needed.
2. Reserve and approve use of department-controlled rooms in McGraw and Hyer Halls.
3. Maintain security and confidentiality of student and faculty records. Store confidential records in locked cabinets.
4. Attend training as necessary to stay abreast of updated university procedures and software.
5. Maintain a department procedures handbook.
6. Perform additional routine tasks as needed.

• High school diploma
• 3+ years of administration office work experience (Associate or Bachelor's degree may substitute for years of experience)
• Working knowledge and experience in the use of computer software applications (i.e. Microsoft Office Suite, email, etc.)
• Ability to determine a variety of math computations (i.e. class rank, grade point average)

• Knowledge of Web/content management systems is desirable.
• Competency in campus-specific software programs, such as WISDM, WINS, D2L, R25, Qualtrics, Course Climate, etc.

• Strong customer service skills.
• Excellent organizational skills and the ability to prioritize and organize a variety of activities and projects simultaneously.
• Excellent communication skills including writing and speaking
• Ability to interact respectfully with people from diverse socioeconomic, cultural and ethnic backgrounds.
• Ability to work collaboratively with faculty, staff, administration and students.
• Ability to take initiative and use independent judgment.