Academic Department Associate - Educational Foundations - 17422 - EXTENDED DEADLINE

This posting is no longer available.

INTRODUCTION:

The Department of Educational Foundations in the College of Education and Professional Studies at the University of Wisconsin - Whitewater is seeking a part-time Academic Department Associate (ACADEMIC DEPT ASSOC).

The University of Wisconsin System is engaged in a Title and Total Compensation (TTC) project to redesign job titles and compensation structures. As a result of the TTC project, your mapped job title is: Administrative Assistant II (AD002). Job duties and responsibilities will remain the same. This job title will go into effect November 7, 2021. For more information contact your supervisor or please visit: https://www.wisconsin.edu/ohrwd/title-and-total-compensation-study/.

JOB DUTIES:

The responsibilities of this position involve providing administrative and program support to facilitate the efficient functioning of the department of Educational Foundations. This is a part-time, 20-hour per week position. Work hours will be established between the hours of 7:45am- 4:30pm, Monday through Friday.

25% A. Provide program support and course management for the department under the direction of the Chair

1. Assist Chair with the process of building the department’s course schedule each term.
2. Maintain detailed records of course requirements, scheduling information and faculty teaching qualifications and preferences to assist in scheduling.
3. Input department’s timetable (schedule of classes) as specified by the Registrar each semester, revise as needed. Submit final proof to the Dean’s Office.
4. Reserve classrooms in accordance with the specific needs of the instructor and size of the course.
5. Assist Chair with course enrollment management (Monitor course enrollments and communicate enrollment information to the Chair, adjust course details inside the WINS system as directed.
6. Assist with tracking course and program enrollment trends.
7. Record student milestones and conduct GPA checks as directed.
8. Serve as contact person to ensure online course evaluations are distributed correctly. Receive and store online evaluation results.
9. Other duties as assigned.

25% B. Serve as Office Manager for the Department of Educational Foundations

1. Oversee maintenance of department records, including confidential faculty personnel files, applications for positions, advisee folders, advisor lists, class and program lists, faculty and staff course evaluations, committee assignments, and class offerings, etc.
2. Maintain communication and correspondence with other University offices as necessary for department workflow.
3. Serve as the department’s central reception resource (either in person or virtually as approved by the Chair and in accordance with UWW policy). Reception tasks vary widely and may include activities such as:
4. Answering general inquiries and engaging with both on and off campus stakeholders
5. Providing assistance to students requesting information or help, such as assisting with registration permissions, troubleshooting enrollment problems, assisting with processing late add/drop requests, etc.
6. Providing assistance to department staff
7. Monitor the usage of department supplies, and under the supervision of the Chair, conduct the department’s purchasing. Maintain related budget tracking.
8. Serve as department’s resource for the proper completion of standard university forms, such as travel expense reports; purchase requisitions/ procedures for supplies, books, and equipment.
9. Coordinate posting of announcements of department, college and university meetings, and tenure reviews, etc…
10. Manage department’s mail.
11. Hire, schedule, train and supervise student workers.
12. Other duties as assigned.

20% C. Management of the Department’s Budget and Related Financial Records

1. Maintain and reconcile the department’s budget, including employee and adjunct budgets, tracking and reconciling payments for ‘buyouts,’ service to other departments and/or grants, service and supplies budget, and student worker budget).
2. Prepare budget summaries, project remaining expenses and make cost projections based on researching past budgets/cost and department and grant needs.
3. Research department’s needs, contact various vendors, secure cost estimates, and purchase consumable supplies.
4. Establish and monitor usage policies for consumable and non-consumable goods, long distance reports slips, travel/interview expenses reports, textbook requisitions, work orders etc. Monitor forms and reports for documentation and accuracy before distribution.
5. Research needs for the usage for the department copier. Secure maintenance contract and signatures. Monitor usages of supplies needed. Serve as the contract person for reporting copier malfunctions and coordinating service with maintenance vendors.
6. Other duties as assigned.

10% D. Provide support for the Department’s staffing needs

1. Support adjunct hiring and manage the adjunct contract process.
2. Support adjunct instructors in accessing department and campus resources as needed for instructional activities.
3. Support the hiring process for new faculty or staff positions through tasks such as:
4. Make sure proper processes are followed (TER, room scheduling, travel reports, collecting evaluations, etc.)
5. Facilitate the preparation and dissemination of information to interested candidates
6. Keep proper files secure and confidential. Forward to Human Resources & Diversity once the search is completed
7. Assist with the new employee onboarding process as needed.
8. Other tasks as directed by Department Chair.

10% E. Provide administrative support to the department chair and members of the department

1. Assist Chair in developing, implementing and managing efficient department workflow processes.
2. Oversee department’s workflow and related timeline to ensure deadlines are maintained.
3. Draft correspondence, memoranda, graphs, and charts on behalf of Department and/or the Chair.
4. Compile information for use in writing department and/or program reports.
5. Related tasks as needed

5% F. Management of department facilities

• Assist department employees with office arrangements as assigned by the Chair.
• Establish and maintain accurate department key inventory records for the faculty/staff of the department. Request/ return key as necessary.
• Maintain the department’s office space to project a professional image.
• Other duties as assigned.

QUALIFICATIONS:

Minimum Qualifications:

• HS Diploma
• Experience with the use of the following software: Microsoft Office, (Word and Excel); Google Drive (Docs, Sheets, etc); Outlook (email and calendaring), Virtual meeting software/apps

Desired Qualifications:

• 2 years of experience providing administrative support
• Proficiency with Google Drive and Microsoft Outlook
• Demonstrated experience in a higher education setting
• A working knowledge of UW-System and UW-Whitewater policies and procedures

Knowledge, Skills and Abilities:

• Proficiency with Microsoft Office products (Most importantly--Word and Excel)
• Excellent communications skills, including professional email communication
• Excellent time management and organization skill
• Self-starter eager to grow with the position
• Knowledge of office operations and general business procedures
• Ability to learn and use other software, such as digital apps for communication and collaboration, Web Now for use with graduate students, and others as required performing position duties and improving workflow efficiency
• Knowledge budget tracking
• Excellent verbal and written communication skills
• Excellent problem-solving skills applied to all areas of assigned responsibilities
• Well-developed project management skills (ability to manage multiple projects simultaneously, create and following timelines and complete assignments in accordance to deadlines)
• Excellent organization skills for personal productivity, as well as directing the overall workflow of the department
• Ability to work independently with limited direct supervision and meet deadlines
• Ability to work in an environment with complex rules and regulations that are frequently updated or changed
• Ability to exercise sound judgment and discretion under a variety of complex rules and regulations
• Ability to maintain sensitive and confidential information
• 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

CAMPUS INFORMATION:

Founded in 1868, UW–Whitewater is one of eleven comprehensive universities in Wisconsin’s public higher education system that also includes two doctoral institutions and a statewide Extension. UW-Whitewater’s main campus is located in Whitewater, with a branch campus in Rock County, in the city of Janesville. 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. UW-Whitewater’s campuses are located conveniently near Milwaukee, Madison, and Chicago, and thus offer 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 offered at the associate, bachelor, master, and doctoral levels. These include both on-campus and online programs, and span the disciplines, from the theoretical to the applied, and encompass study in the arts, business, education, humanities, natural sciences, social sciences, technology, and professional and interdisciplinary 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 nation. The campuses have more than 200 student organizations and UW-Whitewater’s intercollegiate athletic teams compete at the NCAA Division-III level. 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 13-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 Regent Policy Document 20-19, University of Wisconsin System Criminal Background Check Policy and UW System Administrative Policy 1275 Recruitment Policies, 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.

Compensation and Benefits:

UW System employees receive an excellent benefit package. To learn more about the UW System’s comprehensive benefit package, review the UW System Employee Benefits Brochure.

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. UW-Whitewater is not an e-verify employer, therefore STEM extensions are not options for work authorization.

The University of Wisconsin - Whitewater has the authority to implement temporary workforce reduction and cost saving measures to address financial challenges resulting from the COVID-19 Crisis, consistent with Wisconsin law and Board of Regents, UW System, and UW-Whitewater policy and procedure.

TO ENSURE CONSIDERATION:

Applications received by October 17, 2021 are ensured full consideration and this position will remain open until filled. 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 unable 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 this position, please contact:

Eileen Troemel
Associate/Assistant Dean's Assistant
262-472-7585
troemele@uww.edu

HOW TO APPLY:

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

• Cover Letter
• Resume
• Name and contact information for three professional references

This Job ID is 17422.

Application Link: click here and type in the Job ID: Application

Before you get started with the online application process, we recommend you preview the frequently asked questions (FAQs) by selecting the link below.
Apply Online FAQs