Department Assistant - Art and Design - 19160

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INTRODUCTION:

The Department of Art and Design in the College of Arts and Communication at the University of Wisconsin-Whitewater seeks a Department Assistant (AD085).

 

JOB DUTIES:

The Department Assistant manages the Art and Design Department office and facilities; provides administrative and program support to the chair and faculty of the Department in the administrative, instructional, and professional activities of the Department; assists students, and supervises and mentors student employees. Work hours are Monday through Friday, 7:45 a.m. - 4:30 p.m.

 

QUALIFICATIONS:

Minimum Qualifications:

·        High school diploma

·        1 year of administrative assistant or related experience

·        Proficient in Microsoft Office software (Word, Excel, Power Point, etc.)

Knowledge, Skills and Abilities:

·        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:

40% Serve as Office Manager for the Department of Art and Design

·        Assist department faculty/staff, students, and visitors

·        Hire and train student employees

·        Schedule and supervise student employees including assigning duties and monitoring work to ensure proper deadlines are met

·        Enter students' hours worked to the payroll system and provide Human Resources & Diversity with appropriate documentation

·        Evaluate student employees

·        Help to welcome and support new faculty, staff, and adjunct staff

·        Monitor faculty office hours to effectively transfer telephone calls and relay messages

·        Coordinate postings of announcements, agendas, and minutes for department meetings

·        Oversee maintenance of department records, including confidential faculty personnel files, applications for positions, student records, etc.

·        Order office supplies when needed or requested

·        Ensure all internal contact lists are up-to-date

·        Surplus unusable items and do work orders as needed for all office spaces in the department

·        Provide general information concerning Department programs and classes to students and prospective students

·        Correspond to emails and maintain the department email account 

·        Attend training seminars on an ongoing basis to become more knowledgeable of University procedures

·        Coordinate faculty/instructors to submit their syllabi each semester

·        Maintain office appearance to keep organized and clean

·        Maintain records of Professional Development funds for faculty/instructors

·        Support chair and faculty/staff by properly using and submitting standard university forms, such as: travel expense reports; purchase requisitions/procedures for supplies, books, vehicle rental, and equipment

·        Sort mail and put into individual mailboxes

·        Assist faculty/staff with mail and postage and mailings

·        Keep mailboxes for faculty/staff current

·        Perform programmatic tasks requiring considerable initiative, judgment, and discretion

·        Assist students needing help registering for a class. Assistance includes, but is not limited to, helping with: late add/late drop requests, major minor forms, grade change, removing holds, and giving students permission to enroll in a class authorized by advisors

·        Collaborate with other departments so that the Art and Design Department participates in mutually supportive and mutually beneficial activities

·        Execute problem-solving practices to allow for seamless department operations on an on an ongoing basis

·        Provide related tasks as needed and as directed by Department Chair.

35% Provide Administrative Support to the Department Chair and Faculty/Staff

·        Help coordinate schedule for department committee meetings and share meeting invitations via MS Outlook calendar invitations 

·        Screen calls, visitors, and requests for the department

·        Compile information for use in departmental reports

·        Research and assist in preparation for specific projects before deadlines

·        Draft correspondences, agendas, minutes, memos, notices, announcements and any other needed communication on the behalf of Department Chair and send to the department faculty/staff

·        Coordinate postings of public announcements

·        Keep a list of faculty/adjunct staff and their teaching loads and qualifications

·        Attend department meetings and record minutes as advised by Department Chair.  Help coordinate all department events, functions, and activities

·        Coordinate room reservations for department faculty/staff meetings

·        Communicate with Department Chair to meet deadlines

·        Coordinate requests and management for special course fees

·        Support the hiring process for staff, faculty, and adjunct instructors. Oversee related travel arrangements including; flights, lodging, and transportation

·        Coordinate the assignment of students to advisors. Monitor the student advisor list to make sure it’s adequate

·        Assist search and screen committees with room scheduling, itinerary, and helping with candidates’ TERs Follow the UW System policies.

·        Provide support for special events, camps, conferences, and classes

·        Complete change of status requests for faculty/instructors

·        Request class climate evaluations for faculty/instructors. Serve as contact person to ensure online course evaluations are distributed correctly for faculty/staff. Receive and save online evaluation results in the Department T Drive

·        Complete hire contracts for adjuncts, instructors, and split-appointment staff

·        Order and monitor new computers and technology resources for new faculty

·        Use UW-Whitewater resources to support job functions

·        Complete other tasks to support classes and as directed by Department Chair

25% Management of the Departmental Budget and Related Financial Records

·        Maintain and reconcile the department’s budget including services and supplies, and wages in WISER

·        Prepare budget summaries, project remaining expenses and make cost projections based on researching past budgets/costs for department

·        Prepare and maintain documentation on an ongoing basis for all purchases during fiscal year

·        Monitor usage of supplies needed

·        Check invoices and chargeback statements to make sure they show up in WISER

·        Follow all regulations using Visa procurement cards

·        Research needs for the usage of the department copier; secure maintenance contracts and signatures

·        Monitor funds going into the correct org accounts

·        Maintain knowledge of and follow all campus policies to best benefit the department

·        Process reimbursement of expenses, work orders, and transfers of expenses 

 

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. 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:

Well-qualified candidates can expect a starting hourly rate of $18.00-$18.30.

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.

 

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.

 

TO ENSURE CONSIDERATION:

Applications received by January 31, 2023 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:

David Sterrenburg

262-472-1324

sterrend@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 19160.

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