Academic Department Associate - Psychology - 17580

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INTRODUCTION:

The Department of Psychology in the College of Letters and Sciences at the University of Wisconsin - Whitewater is seeking an 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:

This position is responsible for providing a wide range of department support (17 full and part-time faculty and staff, approximately 550 majors, 175 minors, and 36 graduate students) and administrative assistance to the Chair of the Psychology Department and Coordinator of the School Psychology Program.

A. Maintain department budgets with limited supervision

1. Prepare budget estimates and plan office operations
2. Monitor spending and keep accounting records up-to-date on a weekly basis using appropriate software
3. Maintain inventory and order office supplies independently
4. Complete purchasing forms and maintain all budget-related records in a timely and organized manner

B. Support scheduling of classes and maintenance of course records

1. Help Chair and scheduling committee to complete class schedule
2. Find rooms for classes independently
3. Maintain communication with program assistants in other departments in order to complete scheduling and find classroom space
4. Adjust class size to fit available classroom space in consultation with Chair and using appropriate software
5. Coordinate syllabi collection and maintenance of course records

C. Maintain records for and communicate with students in line with FERPA

1. Remain knowledgeable about programs and provide information to students over phone, by email, and in-person
2. Ensure that advisors and advisees have access to appropriate materials for advising sessions
3. Maintain current list of majors, minors and those pursuing certificates
4. Maintain student records, including directing forms as appropriate
5. Assign faculty advisors in consultation with Chair
6. Hire, supervise, and keep records for student workers

D. Help the Chair and Coordinator with administrative documents and tasks

1. Maintain department records
2. Help manage program assessment data in consultation with Chair and Coordinator
3. Assemble information as directed for self-studies and other administrative reports
4. Work with Coordinator to maintain student records for the School Psychology program
5. Work with Coordinator to manage student admissions process for the School Psychology program
6. Initiate/supervise process for obtaining/scoring department Student Evaluation of Instructors Form

E. Recruitment and Hiring of New Instructors

1. Act as TAM Coordinator (upload letters of recommendation, update “dispositions,” assist search chair with TAM issues)
2. Help support candidate campus visits (arrange housing and transportation, proofread and distribute itineraries, coordinate plans with each candidate)
3. Assist with on-boarding of new faculty, staff, and fellows (distribute onboarding forms, assist with procuring access to technology and electronic files, prepare the new office, provide orientation to department suite and supplies)

QUALIFICATIONS:

Minimum Qualifications:

• 2 years of experience providing administrative support
• Proficiency in Microsoft Office products (Word, Outlook, Excel, PowerPoint)
• Excellent communications skills, both verbal and written

Desired Characteristics:

• Demonstrated experience in a higher education setting
• A working knowledge of UW-System and UW-Whitewater policies and procedures

Knowledge, Skills and Abilities:

• Effective interpersonal skills
• Strong organizational skills with exceptional attention to detail
• Ability to proactively evaluate and anticipate the workflow of projects and activities
• Ability to meet deadlines
• Ability to hire, train and supervise student assistants
• Ability to work collaboratively, collegially and productively with co-workers, staff, interns, and student assistants
• Ability to maintain the budget, order supplies, and reconcile all expenditures
• Ability to use Canvas, WINS, Oracle, Business Intelligence, WISER, 25 Live, Courseleaf, TAM and other programs as needed
• Clerical skills such as answering phones, maintaining digital and physical files, greeting visitors, and referring to appropriate individuals or office
• Ability to process, protect, and exercise discretion handling confidential information and materials

CAMPUS INFORMATION:

Founded in 1868, UW–Whitewater is one of eleven comprehensive universities in a public higher education system that also includes two doctoral institutions 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. The University of Wisconsin-Whitewater Main Campus and Rock County 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 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.

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. 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 10, 2021 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. 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:
Elizabeth Olson
Department Chair - Psychology
262-472-5400
olsone@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 17580.

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