DEPARTMENT ADMINISTRATIVE ASSOCIATE

Salary:

Minimum $18.94 HOURLY
Depending on Qualifications
Salary based on qualifications

Job Summary:

This position provides senior level administrative support to the Department Chair and the Department Administrator and works closely with the leadership and the administrative support teams in the day-to-day operations of the department. This position administers faculty recruitment and faculty personnel matters and provides support for the department's governing committees. In addition, this position is responsible for the coordination of the Chair's initiatives/activities including but not limited to book workshops, DEI programs, new faculty orientation, meetings, travel and file organization and maintenance.

Responsibilities:

Provides general administrative support, while exercising discretion, to the administrator of a department or division of the institution or to the administrator of multiple institution programs, services, and activities.

• 10% Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• 10% Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums
• 25% Prepares and audits complex records, edits documents, and reviews work done by others
• 20% Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures
• 25% Develops, implements, and maintains methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
• 10% Serve as backup to main office staff, participate in campus/non-campus professional development, serve on dept, college and campus committees, perform other duties as assigned by the Dept. Administrator, the Dept. Chair, and other faculty directors.

Tasks:

• Maintain the Chair's activities and tasks calendar as delegated. Ensure that University, College and Department notices and directives are properly distributed and follow up to ensure that responses are developed and applicable deadlines met.
• Schedule department meetings, Executive Committee meetings, other governing committee meetings, department events and lectures. Post meeting announcements, create agendas and meeting minutes.
• Maintain confidential personnel files on faculty and academic staff. Manage files related to University and departmental administrative procedures and those files and records related to the Chair's duties and functions.
• As delegated, screen chairperson's telephone calls, visitors and incoming mail and maintain the Chair's calendar (including scheduling individual appointments, meetings and interviews).
• Administer the annual department election processes (Chair, Faculty Council, Budget Committee and Faculty Senate).
• Administer faculty recruiting efforts of the department that include but are not limited to: processing of PVLs, utilizing TREMS, assisting the search committees, coordinating the candidate interviews and visits, placing advertisements
• Collaborate with the Chair to manage Department processes for faculty promotions including assembly of tenure cases, administering probationary faculty evaluation processes and faculty post- tenure reviews.
• Manage department zero-dollar appointments (Honorary Fellows) and appointment extensions.
  Manage affiliate, joint, adjunct and emeritus faculty appointments and extensions.

Institutional Statement on Diversity:

Diversity is a source of strength, creativity, and innovation for UW-Madison. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the university community. We commit ourselves to the pursuit of excellence in teaching, research, outreach, and diversity as inextricably linked goals.

The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background - people who as students, faculty, and staff serve Wisconsin and the world.

For more information on diversity and inclusion on campus, please visit: Diversity and Inclusion

Education:

Preferred
H.S. Diploma

Qualifications:

Required:
-Strong interpersonal skills, including the ability to establish and maintain positive professional relationships across diverse populations
-Strong verbal and written communication skills.
-Ability to understand, interpret and follow verbal and written instructions.
-Excellent organizational skills, and the ability to manage and prioritize multiple, concurrent projects in a fast-paced environment.
-Ability to be meticulous and pay attention to details.
-Ability to maintain confidentiality.
-Ability to work independently, as well as function effectively in a team and with a diverse group of people.
-Proficient with position-related software (e.g., Microsoft Office, virtual meeting platforms, Google suite), and ability to quickly learn new platforms.

COVID-19 Considerations:

UW-Madison continues to follow necessary health and safety protocols to protect our campus from COVID-19. All employees remain subject to the COVID-19 Workplace Safety Policy: https://policy.wisc.edu/library/UW-5086 . Please visit https://covidresponse.wisc.edu for the most up-to-date information.

Work Schedule:

8:00 - 4:30 weekdays

Work Type:

Full Time: 100%

This position may require some work to be performed in-person, onsite, at a designated campus work location. Some work may be performed remotely, at an offsite, non-campus work location.

Appointment Type, Duration:

Ongoing/Renewable


Additional Information:

A CBC may be required.

How to Apply:

Please click on the "" button to start the application process.

For questions on the position, contact: Todd Anderson, tganderson@wisc.edu and 608-263-1810.

To apply for this position you will need to upload a cover letter, resume and contact information for at least three professional references, including your current supervisor. References will not be contacted without advance notice.

Your cover letter should address your qualifications as they pertain to the qualifications listed above.

Contact:

Davis Fugate
dfugate@wisc.edu
608-263-5092
Relay Access (WTRS): 7-1-1 (out-of-state: TTY: 800.947.3529, STS: 800.833.7637) and above Phone number (See RELAY_SERVICE for further information. )

Official Title:

Administrative Assistant III(AD003)

Department(s):

A483800-COL OF LETTERS & SCIENCE/HISTORY/HISTORY

Employment Class:

University Staff-Ongoing

Job Number:

260770-CP



The University of Wisconsin is an Equal Opportunity and Affirmative Action Employer. We promote excellence through diversity and encourage all qualified individuals to apply.

If you need to request an accommodation because of a disability, you can find information about how to make a request at the following website: https://employeedisabilities.wisc.edu/disability-accommodation-information-for-applicants/

Employment will require a criminal background check. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.

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. sec. 19.36(7).

The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. UW-Madison will provide a paper copy upon request; please contact the University of Wisconsin Police Department .

Applications Open: Jul 21 2022 Central Daylight Time
Applications Close: Aug 12 2022 11:55 PM Central Daylight Time