Admin/Project Assistant - Institutional Research and Planning/Academic Assessment - 15507

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INTRODUCTION:

The Offices of Institutional Research and Planning/Academic Assessment seeks a University Services Program Associate (Admin/Project Assistant).

This is a full-time position that provides administrative support to two offices. Both offices are located within the same suite, therefore the assistant is expected to divide his/her time equally between the two offices actively without supervision.

JOB DUTIES:

This position provides administrative assistance and support to the Chief of Institutional Research and Planning, and to the Director of Academic Assessment. The incumbent also supports the work of staff members within the office and manages office tasks.

QUALIFICATIONS:

Minimum Qualifications:

• Two years of experience in a higher education environment

Desired Qualifications:

• Bachelor’s or Master's degree
• Highly organized with good attention to detail, able to manage multiple priorities at the same time, and able to meet deadlines
• Extensive experience in the use of Microsoft suite of programs such as Word, Excel, and Powerpoint
• Experience with file management, online tools, and website management systems
• Ability to effectively train and lead student staff

Knowledge, Skills & Abilities:

• Knowledge of and experience with standard office methods and procedures
• Excellent written and oral communication skills
• Ability to develop good rapport and communication with administrators and faculty, as well as various university units and academic programs
• Ability to set priorities to meet the needs of the position to support two offices
• Willingness to learn new systems and develop new skills
• Ability to maintain a professional environment
• Demonstrated ability to support a team of employees
• Demonstrated ability to analyze tasks and projects, assist in identifying component tasks and developing project timelines
• Demonstrated ability to work independently, find information and solve problems effectively, and exercise good judgment in completing tasks and projects
• 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 backgrounds

RESPONSIBILITIES:

50% A. Project-related support for two offices – Office of Institutional Research and Planning and Office of Academic Assessment

1. Learned knowledge of the electronic tools commonly used for assessment and institutional research functions is expected
2. Extensive professional contact with staff within the offices, between campus departments with affiliated faculty and staff engaged in research and assessment, UW System, and the general public
3. Analyze, edit, and proofread reports for completeness
4. Enter data, maintain databases, complete reporting requirements
5. Respond to project specific questions
6. Specific projects to include, but are not limited to:
   1. Administration of the Senior Outcomes Assessment Survey
   2. UW-System annual reporting, including Data on Partnerships survey
   3. Completion of guidebook and rankings surveys, as appropriate
   4. Collaborate with office staff for completion of the university Fact Book

25% B. Provide administrative support and office management for two offices within the same suite – Office of Institutional Research and Planning and Office of Academic Assessment

1. Office management and purchasing:
   1. Maintain inventory by ordering supplies
   2. Annual renewal of subscriptions and memberships
   3. Software contract documentation and renewals
2. Travel arrangements:
   1. Coordinate travel for all staff members, including the tracking of travel expenses and reimbursements, conference registrations for conferences and professional development
3. Manage scheduling:
   1. Responsible for the scheduling, planning, and documents for committees and meetings on behalf of the Directors (e.g., Audit and Review, ELARC, University Assessment, others as needed)
   2. Take minutes at meetings
   3. Follow-up with committee members as necessary
4. General office maintenance:
   1. Ensuring the conference room is presentable
   2. Maintain copier in working order
   3. Furniture, equipment, and supplies are stocked and kept in working order
   4. Common spaces are maintained for all employees

10% C. Assist with organizing workshops, events, and meetings

1. Scheduling:
   1. Room reservations, catering orders, travel and stipend arrangements for guest speakers, assist with arranging for participant stipends
   2. Track attendance and attendee’s special needs (e.g., catering, for materials and equipment)
2. Processing and tracking expenditures:
   1. Travel and stipend arrangements for guest speakers, assist with arranging for participant stipends
3. Preparation of materials:
   1. Copying and organizing workshop/event materials

10% D. Train and lead graduate assistants and student employees

5%   E. Website maintenance

1. Refresh Institutional Research and Planning reports available on a regular cycle
2. Maintain assessment schedules and final reports
3. Willingness to train on advanced functions related to CMS maintenance in order to manage webpages independently

CAMPUS INFORMATION:

UW–Whitewater is one of eleven comprehensive universities in a public higher education system that also includes two doctoral institutions, 13 freshman-sophomore branch colleges, and a statewide Extension. In the fall of 2018, as a result of the University of Wisconsin System’s restructuring of the state’s 13 two-year campuses formerly known as UW Colleges, UW–Rock County began operating as a branch campus of UW–Whitewater under the new name of University of Wisconsin–Whitewater at Rock County. Together, these campuses form a preeminent academic institution driven by the pursuit of knowledge, powered by a spirit of innovation, and focused on transforming lives. Founded in 1868, the University of Wisconsin-Whitewater Campus and Rock Campus are located conveniently near Milwaukee, Madison, and Chicago, and thus offers the advantage of beautiful small-town environments with easy access to the cultural and commercial opportunities of major metropolitan areas.

The Warhawk family — led by caring faculty and staff — is devoted to student success within a broad range of academic programs. UW-Whitewater 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. The campuses have more than 200 student organizations and UW-Whitewater is a Division III NCAA university. 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).

Per UPS Operation Policy: TC1, 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 May 23, 2019 are ensured full consideration. Applications will be reviewed on a first come first served basis and will remain open until filled. 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:

Lynsey Schwabrow
Chief of Institutional Research and Planning
schwabrl@uww.edu
262-472-5671

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 15507.

Who Are You?

A potential applicant who is NOT currently employed by the University of Wisconsin System, click here and type in the Job ID: UW-Whitewater External Applicants

A current employee of the University of Wisconsin System, click here and type in the Job ID: UW-Whitewater Internal Applicants

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