University Services Associate 2



Posting Details

Recruitment Number

1052

Working Title

University Services Associate 2

Position Type

Staff/Administrative

Appointment Percentage

100

Division/College

College of Science and Health

Description of College / Department / Program / Division / Unit

The Division of Academic Affairs encompasses a wide array of activities and functions that ensure the overall academic quality of the institution. This includes providing administrative oversight and academic leadership for: the College of Business Administration; the College of Arts, Social Sciences & Humanities; the College of Science and Health; the School of Education; Murphy Library; Admissions; Records and Registration; Financial Aid; Career Services; Academic Advising; University Graduate Studies; Extended Learning; the Office of Research and Sponsored Programs; the office of Undergraduate Research and Creativity; the Center for Advancing Teaching and Learning; Institutional Research; and International Education & Engagement. Academic Affairs also provides leadership and support to the nearly four hundred full-time faculty and instructional academic staff, 73 percent of whom hold terminal degrees. Through its various functions, the Division of Academic Affairs supports students in the pursuit of excellence in undergraduate and graduate education as well as scholarly activity.

Position Summary

This position provides instructional and programmatic support for the Chair, faculty, and the programs within the department. It is a multi-task/multi-function position and involves working with personnel, students, and the general public, often dealing with confidential and sensitive information. As an academic oriented office, this position requires strong interpersonal skills, initiative, and ability to work as part of a team. Work is carried out independently under general direction using expertise, discretion, and judgment to successfully achieve the goals and mission of the Department. Primary responsibilities include: Instructional support for the Health Professions Department; Administrative and programmatic support for all of the programs; Fiscal responsibilities; File and record management; Communication & flow of information; and other support as needed.

The hours for this position may be flexible.

Required Qualifications

• Minimum of high school diploma or equivalency.
• Demonstrated ability to communicate clearly, respectfully, and effectively in face-to-face, oral, written, and electronic forms.
• Excellent attention to detail and organizational skills.
• Excellent computer literacy with a wide range of applications, including Word, Excel, Email, Google Docs, and Calendaring.
• Ability to exercise considerable initiative to coordinate projects, multitask, and work independently, as well as independently set priorities to meet the demands of the position.
• Demonstrated ability to use discretion and good judgement regarding confidential information.
• Ability to work well with others either in a team format or individually.
• Ability to solve problems and make independent decisions.

Preferred Qualifications

• Associate degree or professional certification.
• 3-5 years of broad administrative experience showing increases in job responsibility.
• Experience in higher education.
• Ability to learn and adapt to policies, procedures, and protocols of the academic office.
• Experience with D2L, Qualtrics, PeopleSoft, and database software.

Physical Demands

N/A

Working conditions and environment

N/A

Miscellaneous Information

Your benefits add an additional 40%+ to the overall financial package from the university.
Highlights include:
• paid vacation for 12-month positions.
• excellent flexible health insurance with low co-pays and good coverage.
• paid holidays and sick days.
• after 5 years of employment, you become vested in our retirement system which ensures income post-career.
• benefits at UWL are highly competitive with local industry and some of the strongest in state and nation.
Learn more at: https://www.wisconsin.edu/ohrwd/benefits/download/univstaff21.pdf
Benefit eligibility is determined at point of hire. This information is provided for illustrative purposes only. Benefits are also pro-rated based on the appointment percentage.

The University of Wisconsin System and the University of Wisconsin–Madison are engaged in a redesign of job title and compensation structures. The Title and Total Compensation Project will result in relevant and market-informed titles to help us keep and grow our outstanding workforce. If you are the successful candidate, your title is subject to change in November 2021. For more information, visit: https://www.wisconsin.edu/ohrwd/title-and-total-compensation-study/

Duties/Responsibilities

These are the job duties required for the position.

Responsibility Statement

Instructional Support

Duties to Support Responsibility

Initiates preparation of all course schedules for the Health Professions Department programs every semester. Enters course schedules, registration limits, instructors, and course times/locations into the Wings system accordingly.

Works with the program directors to determine the number of sections, faculty teaching assignments, and room assignments for all courses each semester.

Monitors course registration for all courses every semester to insure registration accuracy. Works with the students and Records and Registration to rectify errors.

Maintains an override list system for students requesting entry into closed classes.

Maintains Wing reports for all programs every semester.

Acts independently as department liaison with Records and Registration for all registration issues.

Schedules rooms on campus and in the Health Science Center scheduling system. Responsible for reviewing for accuracy and rectifying errors.

Prepares detailed course schedules for all programs within the Health Professions Department every semester. Updates schedules as changes occur. Distributes schedules and updates to all faculty and program directors.

Initiates all course textbook ordering and textbook rental. Works with faculty and program directors to determine and obtain correct textbooks each semester.

Acts independently as department liaison with the Bookstore and Textbook Rental for all textbook issues.

Prepares and coordinates the departments’ student evaluation of instruction process each term; prepares analyzed data reports for all faculty, program directors, and department chair.

Prepares and coordinates the departments’ course feedback surveys through Qualtrics each term (approximately 30 per semester); prepares analyzed data for all faculty and program directors.

Enter advisors for all programs into the Wings system on a yearly basis after the new cohorts for each program have been admitted.

As delegated, provide office support for student class projects and accompanying project reports.

Percentage Of Time

40

Essential

Yes

Responsibility Statement

Administrative and Programmatic Support

Duties to Support Responsibility

Prepares various program surveys (paper and electronic).

Assist with organizing data collection and analysis for program assessment.

Maintain department syllabi for each program/every semester.

Responsible for incoming student name badges; collect incoming student information, arrange appointment time, distribute information to students/faculty, and collect invoices to submit to supervisor to process.

Responsible for OT Program iPad inventory; Maintain/update inventory, prepare for distribution, check-in, check-out, app control, ordering replacement parts, and troubleshooting,

Work with designated faculty from each program to assist with preparation of annual assessment reports, accreditation reports, and other programmatic reports.

Develop and maintain an accurate alumni database for each program.

As delegated, create and administer graduate, alumni, and employer surveys to meet individual program needs: collect and analyze data as directed.

Assist with developing and implement outreach programs for increasing alumni support.

Maintain social media presence for all programs.

Maintain planning list to anticipate future needs and requests of Chair and faculty.

Schedule department meetings and facilities’ usage needs.

Percentage Of Time

20

Essential

Yes

Responsibility Statement

Fiscal Responsibilities

Duties to Support Responsibility

Maintains and orders all department office supplies and all miscellaneous items for each of the Health Professions Programs. Maintains thorough documentation for all orders and supplies paperwork to supervisor.

Responsible for special course fee paperwork with the Cashier’s Office: miscellaneous fee billings (every semester) and program fee billings (yearly).

Processes all department special course fee orders (work with vendors placing orders, rectifying errors in orders, confirming accuracy of invoices and payments). Maintains thorough documentation for all orders and supplies paperwork to supervisor.

Procures supplies for all office equipment (serve as vendor liaison for supplies, equipment, and software). Maintains thorough documentation for all orders and supplies paperwork to supervisor.

Percentage Of Time

20

Essential

Yes

Responsibility Statement

Communication & Flow of Information

Duties to Support Responsibility

Act as knowledgeable, cordial receptionist with sufficient knowledge of undergraduate and graduate programs to answer curriculum and/or office administration questions.

Receive/Place telephone calls, provide information, refer or connect caller to appropriate staff or campus office.

Provide training to faculty and staff on office machines.

Recommend operating policies for use of office machines (e.g., copiers, fax, telephones, etc.) and campus policies/procedures.

Send department students, faculty and/or office staff notifications of department events and meetings.

Distribute and prepare incoming and outgoing mail for all staff. Update mailboxes annually as needed.

Oversees/trains student helpers working in the reception area. Delegates tasks to students. Prepare effective office hours work schedules for student employees. Process student payroll. Maintain up-to-date accounting of student payroll records.

Send and receive/route data via fax machine.

Maintain up-to-date electronic administrative forms, memos, and letters. Design new forms and files as needed to manage office activities.

Edit and proofread outgoing documents and correspondence as requested.

Create a positive, pleasant office atmosphere that helps enhance department moral and increase productivity.

Percentage Of Time

10

Essential

Yes

Responsibility Statement

Files and Records Management

Duties to Support Responsibility

Create and update various databases that are used for program mailings, emails or announcements, mail-merging data for form letters, mailing labels, and reports.

Create and maintain permanent course, student, and personnel record files per record & retention schedules. Oversee file purging pursuant to record and retention schedules.

Percentage Of Time

5

Essential

Yes

Responsibility Statement

Additional duties and responsibilities

Duties to Support Responsibility

Attend meetings and record minutes.

Work on special projects as assigned.

Cover in the absence of other program assistants.

Other duties as assigned by the supervisor.

Percentage Of Time

5

Essential

Yes

Posting Detail Information

Special Instructions

Posting Date

06/07/2021

Close Date

Continuous Recruitment

Yes

Continuous Recruitment First Review Date

07/05/2021

Position Contact Name

Thomas Kernozek

Position Contact Email

hrinfo@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 (*).



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