Academic Department Associate - Student Affairs Administration

Posting Details

Position Information

Recruitment Number

1229

Number of Vacancies

1

Working Title

Academic Department Associate - Student Affairs Administration

Classification Title

ACADEMIC DEPT ASSOC

Proposed Salary to be Offered

$16.67 / hour

Appointment Percentage (Budget)

80%

Position Summary

The UW-La Crosse Student Affairs Administration program invites applications to the Academic Department Associate opening. This para-professional position is responsible for administrative office support to the faculty, staff, and students of the program.

The most successful candidate will have the following:
• Excellent customer service skills.
• Proficient computer skills in Microsoft Office programs to include Word, Outlook, and Excel, as well as the ability to learn new software systems and databases as needed.
• Ability to demonstrate dependability as reflected in attendance, promptness, and follow-through.
• Ability to function calmly and effectively in a fast-paced environment and be able to work with people who are under stress.
• Ability to work with a diverse clientele and staff and to provide an atmosphere of compassion, respect, and inclusivity.
• Ability to use of sound judgment in dealing with sensitive & secure materials and confidential information.

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Reporting directly to the Chair of the Student Affairs 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, management of administrative details of on-campus recruiting events for prospective students, 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.

This position has a target wage offer of $16.67/hour. Normal working hours for this position are from 7:45 a.m. to 4:30 p.m., Monday-Friday. Because this is a.8 FTE position (32 hours/week), flexibility can be offered to consistently have one day off per week, or a flexible schedule throughout the week, as negotiated with the department chair.

Position Type

Staff/Administrative

Pay Basis

Hourly

FLSA

Non-Exempt

Contingent Upon Funding

No

Is this position eligible for employment sponsorship, (H1B or PERM)?

No

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 budgets and inventory/record keeping.
• Knowledge of and experience with procedures regarding purchasing
• 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

Reasonable Accommodations
UWL provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability, please contacthrinfo@uwlax.edu or 608.785.8013. This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.

All position descriptions are required to provide physical demands and working condition/environment and may not be published in the job announcement. For information on the physical demands and/or working conditions/environment for this position, please contact Human Resources athrinfo@uwlax.edu or 608.785.8013.

Working conditions and environment

Must value precision and efficiency, particularly in matters related to admissions, student records, personnel, and budget. Should enjoy working in a fast-paced and market-driven environment, eager to contribute ideas and learn new technologies. The majority of department students, faculty, and staff are remote, but as this position manages daily office operations, it is expected they will report to campus for the majority of their work, and should plan on interactions with department faculty and staff to occur primarily online.

Miscellaneous Information

The Department of Student Affairs Administration ( SAA ) in Higher Education offers master’s and doctoral level graduate programs, primarily for online and blended students, most of whom are enrolled year-round. We are the only graduate-only and self-sustaining department in our college, responsible for generating enough revenue to fund all of our staff and operations.

The department’s activities are led by four administrative roles: (1) this Academic Department Associate ( ADA ), (2) a Graduate Writing Consultant/Program Manager, (3) two faculty graduate program directors (GPDs), one for the master’s program and one for the doctoral program, and (4) the department chair.
Thisacademic department associateis a university staff position, who responds to all incoming phone, email, and mail; and supports the department chair in budget management (tracks all expenses and income, creates purchase orders, manages dept. inventory) and personnel matters. The ADA is responsible for basic administrative duties such as recording minutes for department meetings, reserving rooms for department events, preparing reports (student enrollment, evaluation of instruction, teaching assignment) each term, updating department website and social media pages, maintaining department records, etc. By far the most significant part of this job is data entry and processing of all inquiries, leads, and applicants to our graduate programs, and maintaining student and alumni records. This is an 80% university staff appointment. The person works 32 hours/week, 12 months of the year.

Thewriting consultant and graduate program managersupports both the master’s and doctoral programs by offering 1:1 and group training on graduate-level academic writing. The primary focus of this position (65%) is on leading instructional activities related to writing and research, working 1:1 with students throughout their dissertation (doctoral) and capstone (master’s) experience, and embedded as a grading TA in writing-intensive courses (780, 790, 930, 931, 950). As graduate program manager, this person also is responsible for supervising any Graduate Assistant staff, developing student handbooks and instructional guides or resources for faculty, and managing department events, including orientation and graduation programs. This is a 100% non-instructional academic staff appointment. The person works 40 hours/week, 12 months of the year.

Thegraduate program directors(GPDs) are responsible for recruitment and admissions to their respective programs, including leading all marketing and selection processes. They work with the chair on course scheduling and clinical faculty hiring/development. They also develop curriculum and lead academic program reviews. This is a 20% administrative appointment for a ranked faculty member, serving in 3-year appointed terms. The GPDs are expected to work roughly 8 hours/week during the academic year and 1-2 hours/week in the summer.

Thedepartment chairleads strategic planning and reporting for the department; serves as a liaison between the department, the college dean, and the broader campus; and manages all departmental personnel, budget, committee assignments, and course offerings. This is a 20% administrative appointment for a ranked faculty member, serving in 3-year elected terms. The chair is expected to work roughly 8 hours/week during the academic year and 4 hours/week in the summer.

While the ADA is supervised by the department chair, this group of administrative leaders works together to manage the activities of the department.

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INFORMATION ABOUT YOUR BENEFITS

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.uwlax.edu/globalassets/offices-services/human-resources/benefits-info/2022-quick-guide-us.pdf .

Benefit eligibility is determined at the point of hire. This information is provided for illustrative purposes only. Benefits are also pro-rated based on the appointment percentage.

Information about UWL and the Surrounding Region
The University of Wisconsin-La Crosse (UW–La Crosse) provides a challenging, dynamic, and diverse learning environment in which the entire university community is fully engaged in supporting student success. Grounded in the liberal arts, UW-La Crosse fosters curiosity and life-long learning through collaboration, innovation, and the discovery and dissemination of new knowledge. Acknowledging and respecting the contributions of all, UW-La Crosse is a regional academic and cultural center that prepares students to take their place in a constantly changing world community.

For more than a decade UW-La Crosse has been named one of Kiplinger’s 100 Best Values in Public Universities and has appeared prominently on theU.S. News & World Reportlist of “America’s Best Colleges” for more than 15 years, and is ranked #4 on its list of the Best Regional Public Universities in the Midwest.
With a student population of roughly 10,500, the university offers 91 undergraduate programs, 21 graduate programs, and 2 doctoral programs through the following three colleges, the College of Arts, Social Sciences, and Humanities, the College of Business Administration, and the College of Science and Health, as well as the School of Education. There are over 600 full-time faculty and instructional academic staff, 75 percent of whom hold terminal degrees. UW-La Crosse boasts a retention rate (freshmen returning as sophomores) of 84 percent, graduation rate (degree within six years) of 70 percent, and is among only 12 institutions cited nationally by the American Association of State Colleges and Universities for its success in linking campus culture and university leadership to outstanding graduation rates.
UW-La Crosse’s strategic plan Sustaining Excellence continues to move our community forward through its four pillars: increasing community engagement, achieving excellence through equity and diversity, investing in our people, and advancing transformational education. More information about the ongoing work of Sustaining Excellence is available atwww.uwlax.edu/info/strategic-plan .
The UW-La Crosse campus is in southwestern Wisconsin, nestled in a residential area of the City of La Crosse and positioned as part of a larger metro area with a population close to 140,000. The area, known as the 7 Rivers Region, is famous for its exceptional natural beauty which includes the Mississippi River on one side, majestic bluffs on the other, and views of rolling farmland and forested valleys in between. Abundant water, woodlands and varying terrain provide ample opportunities for year-round outdoor recreation. Only a couple of hours from Minneapolis or Madison, La Crosse enjoys the affordability and charm of small town living with larger city benefits. Three colleges, two world-class medical institutions, the La Crosse Symphony Orchestra, a restored nineteenth century downtown business district, and a number of galleries and art centers have made La Crosse a regional center for culture, entertainment, medical care, shopping, sports and recreation. More information about the La Crosse metro area can be found here:Choose La Crosse .
Learn more about UW-La Crosse here:https://www.uwlax.edu/human-resources/services/talent-acquisition-and-employment/finalist-welcome/

AA/EO Statement
The University of Wisconsin-La Crosse is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. We strongly encourage women, minorities, people with disabilities and veterans to apply. UWL, in compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, does not discriminate on the basis of race, color, national origin, religion, sex, sexual orientation, gender identity/expression, disability, or protected veteran status.

DEI Statement
UW-La Crosse’s diversity and inclusion efforts are guided by our adherence to Inclusive Excellence. We define Inclusive Excellence as “… our active, intentional and ongoing commitment to bridge differences with understanding and respect so all can thrive." The goals of Inclusive Excellence are to increase the retention of diverse faculty, staff and students while encouraging a campus climate that is inviting and welcoming to all. UW-La Crosse strives to promote acceptance of all facets of diversity from racial/ethnic diversity to diversity of thought and experience. UW-La Crosse ranks 6th nationally among the Top LGBTQ -Friendly Colleges for 2018-19 by AffordableCollegesOnline.org ( ACO ).

Annual Security and Fire Safety Report (Clery Act)
For the UWL Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, seehttps://www.uwlax.edu/police/annual-security-report/ or contact the University Police Department at 608.785.9000.

Redbook Position

Yes

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 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.

See Miscellaneous information below to learn more about the Department of Student Affairs Administration ( SAA ) in Higher Education, or visit our site athttp://www.uwlax.edu/saa .

Posting Detail Information

Posting Detail Information

Posting Date

06/21/2022

Continuous Recruitment

Yes

Continuous Recruitment First Review Date

07/08/2022

Close Date

Special Instructions

Application deadlines
TO ENSURE CONSIDERATION : Priority consideration is given to those candidates who apply by the listed ‘First Review Date’. Applications received after that date may be given consideration at the discretion of the search committee. Application materials will be evaluated, and the most qualified applicants will be invited to participate in the next step of the selection process. Incomplete and/or late application materials may not receive consideration. If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact the Office of Human Resources.

Confidentiality of Applicant Materials
UWL is a state agency and subject to Wisconsin’s Open Records Law. UWL will not, however, reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsin’s Open Records law. In certain circumstances, the identities of “final candidates” and/or the identity of the appointed applicant must be revealed upon request.

CBC & Reference Check Policy
All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.

Position Contact Name

Tori Svoboda

Position Contact Email

hrinfo@uwlax.edu
Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * 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.
2. * 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.
3. * 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)
   
   
4. * 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
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 an alum of the University of Wisconsin-La Crosse?
   • Yes
   • No
7. * 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
8. * 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
9. * Are you legally eligible to work in the United States?
   • Yes
   • No
10. * 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
    • LinkedIn
    • Indeed
    • WinonaDailyNews.com, LaCrosseTribune.com, ChippewaHerald.com, Journaltimes.com, Kenoshanews.com, Madison.com
    • Department of Workforce Development (WISC)
    • Other

Required Documents
Required Documents

1. Resume/Curriculum Vitae
2. Reference Contact Information

Optional Documents

1. Cover Letter/Letter of Application