Academic Department Associate

Posting Details

Recruitment Number

1138

Working Title

Academic Department Associate

Position Type

Staff/Administrative

Appointment Percentage

80%

Division/College

College of Arts, Social Sciences & Humanities

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.

—-

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.

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.

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 .

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

Ability to sit or stand for extended periods of time. Because work is primarily done online, should be able to tolerate extensive screen time, or have strategies for doing so (with resources provided by department, such as multiple monitors, standing desk, etc.).

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.

—-

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.

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 on 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 spreadsheets and budgeting software.

Percentage Of Time

15

Essential

Yes

Responsibility Statement

Registration/Curriculum Management for the Department

Duties to Support Responsibility

• Assist Chair in creating 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 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

15-20

Essential

Yes

Responsibility Statement

Office Management and Administrative Support

Duties to Support Responsibility

• Represent and act as first point of contact for SAA 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 hiring process.
  • Assist in the orientation of new faculty and staff to the department and division.

Percentage Of Time

15

Essential

Yes

Responsibility Statement

Recruiting / Admissions & Miscellaneous

Duties to Support Responsibility

• Establish and maintain department files – starting from student inquiries/leads through alumni records.
• Assist with department events, outreach, marketing, and public relations by updating website, brochures, social media, etc.
• Assist faculty, in collaboration with 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.
• Other duties as assigned by supervisor.

Percentage Of Time

50

Essential

Yes

Responsibility Statement

Supervision of Undergraduate Student Workers

Duties to Support Responsibility

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

Percentage Of Time

0-5

Essential

No

Posting Detail Information

Special Instructions

Posting Date

11/02/2021

Close Date

Continuous Recruitment

Yes

Continuous Recruitment First Review Date

11/19/2021

Position Contact Name

Tori Svoboda

Position Contact Email

hrinfo@uwlax.edu
Required Documents
Required Documents

1. Resume/Curriculum Vitae
2. Reference Contact Information

Optional Documents

1. Cover Letter/Letter of Application

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