Academic Department Associate - Political Science and Public Administration Department

Posting Details

Recruitment Number

1070

Working Title

Academic Department Associate - Political Science and Public Administration Department

Position Type

Staff/Administrative

Appointment Percentage

100

Division/College

College of Arts, Social Sciences & Humanities

Description of College / Department / Program / Division / Unit

The College of Arts, Social Sciences, and Humanities ( CASSH ) includes departments and programs in the humanities, social sciences and interdisciplinary studies, as well departments in the School of Visual and Performing Arts ( VPA ). CASSH / VPA continues the established liberal studies tradition of providing curricula leading to the Bachelor of Arts or the Bachelor of Science degree.

CASSH / VPA is dedicated to providing quality innovative instruction and creative learning experiences which prepares students for future careers and education. More broadly, such learning allows students to continue to develop meaningful, responsible lives. Graduates of the college will have developed the ability to communicate effectively, to think critically, to conduct sound research, to understand complex issues, to use knowledge in all aspects of life, to participate meaningfully as global citizens, and to discover and apply carefully considered values.

CASSH / VPA faculty and staff are committed to maintaining academic integrity and high ethical standards. CASSH / VPA, through its faculty, students, and curricula, also is dedicated to advancing cultural diversity. Furthermore, by developing partnerships and encouraging professional connections, the college works diligently to establish its membership in the broader community.

The academic community within the College of Arts, Social Sciences, and Humanities and School of Visual and Performing Arts supports a strong general education program, nurtures exceptional disciplinary programs, and creates innovative interdisciplinary and international programs, which together promote lifelong personal and professional learning for every individual who comes through their programs.

Position Summary

Reporting directly to the Chair of the Political Science and Public Administration Department, this position provides administrative support to the department.

The Academic Department Associate ( ADA ) exercises discretion and independent judgment in matters of significance to the operations of the Department and is delegated responsibility for the administrative matters internal or external to the Department. Independently and with minimal supervision, the ADA is responsible for administrative support in the following areas: policies and procedures, budgets and expenses, class scheduling and enrollment, and ongoing day-to-day operations of the department. The ADA may be responsible for coordinating, training and supervising student workers within the Department. Support to all students, faculty, and staff members within the Department is expected.

Required Qualifications

• Minimum of high school diploma.
• Administrative support experience.
• Demonstrated experience in the use of software including Microsoft Office Suite, email, and electronic calendars.
• Demonstrated bookkeeping experience, especially pertaining to budget, travel, and procurement records.
• Demonstrated ability to communicate clearly, respectfully, and effectively in face-to- face, oral, written, and electronic forms.
• Excellent organizational, time management, and multi-tasking skills with an attention to detail despite frequent interruptions.
• Demonstrated ability to work independently and collaboratively, and set priorities to meet the demands of the position.
• Demonstrated ability to use discretion and good judgment regarding confidential information.

Preferred Qualifications

• 5+ years administrative support experience.
• Experience in higher education, particularly in the UW system.
• Associate degree or professional certification.
• Office management experience.
• Proficiency with software and web-based applications, Office 365 and UW System utilized software.
• Knowledge of budget and appropriation structure, inventory/record keeping.
• Knowledge of and experience with procedures regarding purchasing, purchasing contracts, and purchasing cards.
• Ability to plan, assign, and supervise the work of others (student supervision).
• Willingness to maintain and enhance professional competencies by participating in professional development workshops, seminars, and training sessions, related to current position responsibilities.
• Ability to meet and work effectively with people across multiple levels of the organization.

Physical Demands

Office setting, minimal lifting of 25 lbs or less.

Working conditions and environment

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

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

Budget and Records Management

Duties to Support Responsibility

• Manage department financial transactions in consultation with the department chair.
• Maintain control of the usage and tracking of the department procurement card and reconcile monthly billing statements.
• Oversee all accounts, including grants and faculty start-up.
• Establish and/or maintain proficiency with the software associated with spreadsheets and budgeting software.

Percentage Of Time

Varies during the year

Essential

Yes

Responsibility Statement

Registration/Curriculum Management for the Department

Duties to Support Responsibility

• Assist Chair in creating the class schedule and scheduling classrooms for the semester in response to various parameters, i.e. room availability, course conflicts, faculty schedules, enrollment management, etc.
• Identify and verify which course materials are required for courses each semester and that quantities are available. Serve as liaison to textbook rental and bookstore, including assisting faculty with ordering course materials.
• Serve as the department liaison for the administration of the student evaluation of instruction.
• Establish and/or maintain proficiency with the software associated with classrooms, course materials, curricular and catalog changes, and development.

Percentage Of Time

Varies during the year

Essential

Yes

Responsibility Statement

Office Management and Administrative Support

Duties to Support Responsibility

• Represent and act as the first point of contact for the Political Science and Public Administration Department.
• Serve as a resource for faculty, staff, and students regarding university rules, regulations, policies, forms, and procedures.
• Manage the departmental office, including processing mail and ordering supplies.
• Make arrangements for meetings, lectures, interview candidates, workshops, and department events.
• Assist faculty with their service obligations related to their university roles (second to primary support for teaching and scholarship).
• Assist with the collection of information/data for departmental reports and Promotion, Retention and Tenure committee as needed.
• Manage and coordinate other office activities as they relate to departmental faculty/staff, including travel.
• Assist chair of Search & Screen Committee with work related to the recruitment of faculty/academic staff members.
  • Keep appropriate documentation of budgetary needs during the hiring process.
  • Assist in the orientation of new faculty and staff to the department and division.
  
  
  

Percentage Of Time

Varies during the year

Essential

Yes

Responsibility Statement

Supervision of Student Workers

Duties to Support Responsibility

• Hire, train, schedule tasks/hours, and supervise student workers.
• Verify and submit hours on the appropriate software and review the budget regularly.

Percentage Of Time

Varies during the year

Essential

Yes

Responsibility Statement

Miscellaneous

Duties to Support Responsibility

• Assist faculty, in collaboration with the department chair, in numerous areas associated with instruction and creativity, and scholarship including scheduling rooms, computers/software requests, grant support, etc.
• Occasional administrative support for college-level needs if departmental time demands allow for flexibility.
• Establish and maintain department files.
• Assist with department events and public relations by updating the web site, brochures, etc.
• Other duties as assigned by supervisor.

Percentage Of Time

Varies during the year

Essential

Yes

Posting Detail Information

Special Instructions

Posting Date

07/09/2021

Close Date

Continuous Recruitment

Yes

Continuous Recruitment First Review Date

07/23/2021

Position Contact Name

Regina Goodnow

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 (*).

1. 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
2. Are you currently under investigation or have ever left employment during an active investigation in which you were accused of sexual violence or sexual harassment? (Required under UW System Administrative Policy 1275)
   • Yes
   • No
3. Were you ever found to have engaged in any sexual violence or sexual harassment in a previous work assignment? (Required under UW System Administrative Policy 1275)
   • Yes
   • No
4. Are you an alum of the University of Wisconsin-La Crosse?
   • Yes
   • No
5. After you retire from a Wisconsin Retirement System (WRS) employer, you may return to work with a WRS employer as a rehired annuitant, provided certain requirements are met. There are no restrictions on what type of position a rehired annuitant can hold. Under the WRS, there is no limit to how much you may earn as a rehired annuitant. (Learn more: https://www.wisconsin.edu/ohrwd/benefits/life-events/empcha/ra/). Are you currently collecting an annuity from the Wisconsin Retirement System, (WRS)?
   • Yes
   • No
6. Are you currently employed by or have you been employed by a UW System institution or a State of Wisconsin agency during the last seven (7) years? Please answer yes or no. If yes, provide the institution or agency name, your supervisor and contact information, including phone number and email address.
   • Yes
   • No
7. Please provide your most recent employer, supervisor name and contact information, including phone number and email address. (Pursuant to UW System Administrative Policy 1275, UW System requires reference checks related to sexual harassment and sexual violence to be conducted at a minimum with a final candidate’s most recent employer and with all previous UW System institution and State of Wisconsin agency employers from the past seven years. UW-L will notify you prior to contacting your supervisor).
   
   (Open Ended Question)
   
   
8. Will you now or in the future require visa sponsorship for employment at the University of Wisconsin-La Crosse? (UW-L and UW System institutions pay for some or all of the sponsorship costs. Some candidates may require an H1B or another form of employment sponsorship to work in the US. This question is asked so that if you are the successful candidate, Human Resources can work with your work unit to begin the process of obtaining this visa).
   • Yes, I will require sponsorship prior to employment.
   • Yes, I will require sponsorship for continued employment if hired.
   • No, I do not require sponsorship and am eligible to work in the US.
9. The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identities of finalists must be revealed upon request. See Wis. Stat. §. 19.36(7).
   • I wish for my name to remain confidential until the university is no longer able to do so.
   • I waive my right to keep my name confidential through the application process.
10. Are you legally eligible to work in the United States?
    • Yes
    • No