Academic Department Associate

Location
Wisconsin, United States
Salary
Salary Not Specified
Posted
Sep 16, 2020
Employment Level
Administrative
Employment Type
Full Time


Posting Details

Recruitment Number

971

Working Title

Academic Department Associate

Position Type

Staff/Administrative

Appointment Percentage

100

Division/College

College of Arts, Social Sciences & Humanities

Description of College / Department / Program / Division / Unit

Position Summary

Academic Department Coordinator for English Department faculty, academic staff, and student office workers. Programs include the CASSH English Major (Literary and Cultural Studies Emphasis and Writing and Rhetoric Emphasis), English Education Major and Minor, Literary and Cultural Studies Minor, Professional and Technical Writing Minor, and Creative Writing Minor, as well as the 2 + 2 China dual degree program. The English ADA works under general supervision of the department chairs and is assisted by student workers.

Normal working hours for this position are from 7:45 a.m. to 4:30 p.m.

Required Qualifications

• Knowledge and experience in the use of computer software including Microsoft Office
Suite (i.e., Word, Excel, PowerPoint, etc.).
• Knowledge and experience in the use of e-mail (i.e. Outlook, Gmail) functions including electronic calendars.
• Effective oral and written communication skills.
• Ability to coordinate projects, work independently and independently set priorities to meet the demands of the position.
• Ability to multi-task when necessary.
• Attentiveness to details and timelines/due dates despite frequent interruptions.
• Knowledge of policies, procedures, and protocols of an administrative office.
• Ability to meet and work effectively with people across multiple levels of the organization.
• Ability to work with a diverse group of people.
• Ability to use discretion and good judgment regarding confidential information.
• Ability and willingness to maintain and enhance professional competencies by participating in professional development activities related to current position responsibilities.

Preferred Qualifications

• Advanced use of Microsoft Word, Excel, AdobePro, and PeopleSoft software.
• Knowledge and experience with web design software.
• Knowledge of budget and appropriation structure, inventory/record keeping.
• Knowledge and experience with procedures regarding purchasing, purchasing contracts, and purchasing cards.
• Ability to plan, assign, and supervise the work of others (student workers).

Physical Demands

• Ability to sit for extended periods of time.

Working conditions and environment

Miscellaneous Information

Duties/Responsibilities

These are the job duties required for the position.

Responsibility Statement

Administrative Responsibilities

Duties to Support Responsibility

• Coordinate with Department Chairs and faculty to develop and produce department course timetable each semester.
• Work with Associate Chair to schedule department courses each semester according to faculty requests and department needs.
• Schedule rooms according to individual faculty needs, technology needs, classroom size and classroom availability. Make arrangements with other departments regarding use of rooms.
• Monitor registration activities and inform the chair of any situations that require attention, i.e., low enrollment, over enrollment, etc.
• Administer academic department budget as needed throughout the fiscal year. Have budget information available to chair when making budget decisions, i.e. travel, supplies, etc. Make recommendations to department chair regarding year-end purchases such as computer equipment, office furniture, etc.
• Administer UWL Foundation accounts, assuring that monies are spent according to foundation guidelines.
• Process travel expense reports for individual faculty members. Charge travel expenses to appropriate accounts.
• Research and order all equipment including computers, printers, and office furniture for department’s main offices. Annually update department/faculty equipment inventory. Assist with monitoring budget, cost effectiveness, and use of copiers/printers for the Department of English.
• Assist Search and Screen Committee Chairs, working with HR to ensure that appropriate documents are uploaded to candidate files and, as needed, coordinating on-campus interviews. Responsible for the confidential processing and follow-up of unclassified positions.
• Responsible for hiring, training, and supervising student office employees, including establishing work schedules and duties, processing time sheets, and monitoring student employee budget.
• Assist Department Chair with the retention, tenure, and promotion process.
Set up meetings, schedule rooms, prepare ballots, count ballots, maintain records, and
process all results by set deadlines.
• Work with department chair, faculty members and the Registrar’s Office on matters regarding curriculum. Prepare proper forms for presentation to the appropriate curriculum committees. Make sure all UCC approved curriculum changes are reflected in the University catalog and all department handouts.
• Provide clerical support for the Director of Freshman Writing Programs, the Director of the Writing Center, and the Director of the China 2+2 Program, including maintaining student payroll forms/files and assisting with monitoring budgets.
• Assist in coordinating department committee meetings and other activities, reserving meeting rooms and maintaining a calendar of department meetings and activities.

Percentage Of Time

50

Essential

Yes

Responsibility Statement

Instructional Support Responsibilities

Duties to Support Responsibility

• Oversee student evaluation of instructor ( SEI ) process. Train office staff to complete this task according to department bylaws and policies.
• Responsible for gathering information from faculty regarding textbooks and entering orders into PeopleSoft database. Serve as department liaison with Textbook Services.
• Process/monitor new textbook requests for quantity and price. Place/monitor re-orders and reservations as necessary to ensure adequate texts available each semester.
• Organize and ensure access to locked department resource room and to technology stored in department office room.

Percentage Of Time

35

Essential

Yes

Responsibility Statement

Office Management

Duties to Support Responsibility

• Ensure that office is staffed and is opened and closed at times agreed upon by department chair.
• Process incoming and outgoing mail.
• Answer student questions regarding department programs.
• Advise students regarding various issues and/or refer them to the appropriate individual/office/department.
• Answer faculty questions and/or refer them to the appropriate individual/office/department on campus.

Percentage Of Time

10

Essential

Yes

Responsibility Statement

Miscellaneous Duties

Duties to Support Responsibility

• Cover receptionist responsibilities in the absence of student help and front desk person.
• Provide technical support, troubleshoot and solve, when possible, Department of English copier problems, printer problems, and computer problems.
• Other duties as assigned by department chair.

Percentage Of Time

5

Essential

Yes

Posting Detail Information

Special Instructions

Posting Date

Close Date

Continuous Recruitment

Yes

Continuous Recruitment First Review Date

09/28/2020

Position Contact Name

Kate Parker

Position Contact Email

kparker@uwlax.edu
Required Documents
Required Documents
  1. Resume/Curriculum Vitae
  2. Cover Letter/Letter of Application
  3. Reference Contact Information
Optional DocumentsSupplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Are you a current State of Wisconsin Classified permanent employee, or have you been a State of Wisconsin Classified permanent employee within the past five (5) years?
    • Yes
    • No
  2. * The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. §. 19.36(7).
    • I prefer my identity remain confidential and have read and understand that if I am the successful candidate for this position, my name may be released.
    • I do not request that my identity remain confidential.
  3. How did you hear about this employment opportunity?
    • Chronicle of Higher Education Web Site
    • Discipline-Specific Publication/Web Site
    • HERC Web Site
    • HigherEdJobs.com Web Site
    • Job Center of Wisconsin Web Site
    • Minority Publication/Web Site
    • University of Wisconsin - La Crosse Social Media (i.e. Facebook, LinkedIn, Twitter)
    • University of Wisconsin - La Crosse Web Site
    • La Crosse Tribune
    • Personal Referral


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