(UPDATED) Department Assistant - Curriculum and Instruction - 19380
This posting is no longer available.
INTRODUCTION:
The Department of Curriculum and Instruction within the College of Education and Professional Studies at the University of Wisconsin – Whitewater seeks an Academic Department Assistant.
JOB DUTIES:
Manage the Curriculum and Instruction Department office and facilities; provide administrative and program support to the chair and faculty of the Department in the administrative, instructional, and professional activities of the department; provide assistance to students, and supervise and mentor student workers. Work hours are Monday through Friday, 7:45am- 4:30pm. These hours include a 45-minute lunch.
Responsibilities:
35% Serve as Office Manager for the Department of Curriculum and Instruction Department
- Hire, schedule and train students to ensure the clerical support necessary to maintain the Curriculum and Instruction Department.
- Enter students’ hours worked to the payroll system and provide Human Resources & Diversity with appropriate documentation. Establish priorities and oversee the support team to insure the materials/projects brought in by faculty are completed accurately and in a timely manner.
- Maintain student employee schedule to coordinate office/phone coverage as well as distribute office work to employees and verify that this is conducted in an accurate and timely manner.
- Process the mail for pick-up by banding into the different types required by the mailroom, and oversee that the addressing for the various types of mail follows the required format. Make classroom assignments for the instructors for future semesters.
- Maintain correspondence with other University offices in order to maintain courses taught by them here on campus, and courses taught off campus by our staff.
- Enter timetable (schedule of classes) on data base each semester, making revisions as needed. Submit final proof to the Dean’s Office.
- Oversee maintenance of department records, including confidential faculty personnel files, applications for positions, advisee folders, class lists, final grades, class offerings, etc.
- Monitor faculty office hours in order to effectively transfer telephone calls and relay messages.
- Advise chair and faculty on proper use of standard university forms, such as travel expense reports; purchase requisitions/ procedures for supplies, books, and equipment.
- Advise where services are located and explain the proper procedure to be followed.
- Coordinate posting of announcements of department, college and university meetings, professional meetings, calls for papers, graduate school advertisements, etc.
- Create and maintain a listing of departmental personnel with their teaching schedule and office hours.
- Provide general information to students concerning all Education programs.
- Assist students with registration problems and with filling our forms for late add/late drop requests, major/ minor changes, course changes, etc.
- Refer students to the Program Assistant III or an advisor as appropriate.
- Sign off on advising obligation forms for students newly admitted to the professional education program and assign appropriate advisors.
- Look up advisors and their contact information and office hours for students as requested.
- To the extent possible, keep advisor/ advisee information current online and in the department’s advising binder.
- At least once a year, request undergraduate advisee lists from the Registrars for all Curriculum and Instruction advisors and use these to check and update advisor/advisee records.
25% Provide administrative support to the department chair and faculty
- Draft correspondence, memoranda, graphs, and charts on behalf of Department Chair.
- Compile information for use in writing departmental Audits and Reviews and Annual Reports.
- Support the hiring process for faculty/ staff positions making sure the proper processes are followed, such as TER, room scheduling, collecting evaluations, and other duties as needed.
- Facilitate the preparation and dissemination of information to interested candidates.
- Ensure travel expense reports are available for each candidate’s interview.
- Keep proper files secure and confidential. Forward to Human Resources & Diversity once the search is completed.
- Maintain database of information regarding faculty teaching assignments, location, title, tenure status, etc.
- Serve as contact person to ensure online course evaluations are distributed correctly.
- Receive and store online evaluation results.
- Prepare and maintain records for various committees.
- Proctor tests and administer make-up exams.
- Maintain files of potential adjunct faculty.
- Develop and maintain a computer rotation schedule, to ensure the most up-to-date equipment is available.
- Other tasks as directed by Department Chair.
20% Management of the Departmental Budget and Related Financial Records
- Maintain and reconcile the department’s budget (service and supplies, student help {regular and work study}). (WISER).
- Maintain and reconcile various grants, (service and supplies and student help).(WISER).
- Prepare budget summaries, project remaining expenses and make cost projections based on researching past budgets/cost and department and grant needs.
- Research departmental needs, contact various vendors, secure cost estimates, and purchase consumable supplies.
- Establish and monitor usage policies for consumable and non-consumable goods, long distance reports slips, travel/ interview expenses reports, textbook requisitions, work orders etc. Monitor forms and reports for documentation and accuracy before distribution.
- Research needs for the usage for the department copier. Secure maintenance contract and signatures. Monitor usages of supplies needed. Serve as contract for malfunctions/ and with maintenance vendors.
15% Assistance to students
- Respond in person and writing to students seeking information on the various majors/ minors offered by the department.
- Advise on requirements and procedures to follow.
- Update and revise course schedule as needed and provide current rotation of course offerings to student.
5% Management of department facilities
- Monitor and coordinate the scheduling for classes in Winther, rooms 2008, 2010, 2016, 3006, 3013.
- Make arrangements for space assignments in the department allocations of office space.
- Establish and maintain accurate department key inventory records for the faculty/staff of the department.
- Request/return key as necessary.
- Perform programmatic tasks requiring considerable initiative, judgment, and discretion.
- Provide related tasks as needed.
QUALIFICATIONS:
Minimum Qualification(s):
- 2 years of experience working in an office setting
- H.S. Diploma
Knowledge, Skills and Abilities:
- Ability to work independently under a variety of complex rules and regulations
- Ability to exercise sound judgment and discretion under a variety of complex rules and regulations
- Ability to maintain sensitive and confidential information
- Ability to work collaboratively with diverse constituents: faculty, administration, staff, students, families, and alumni
- Skilled in Microsoft Office, including Word and Excel; in WINS; and in the use of electronic mail (Outlook)
- Ability to learn and use other software, such as Web Now, as required performing position duties
- Excellent oral and written communication skills
- Ability to train, supervise, and support/mentor student employees
- Willingness and ability to be an active participant in following applicable safety rules and regulations including necessary training and drills
- Ability to interact respectfully with people from diverse socioeconomic, cultural and ethnic backgrounds
CAMPUS INFORMATION:
Founded in 1868, UW–Whitewater is one of eleven comprehensive universities in a public higher education system that also includes two doctoral institutions and a statewide Extension. UW-Whitewater’s main campus is located in Whitewater, with a branch campus in Rock County, in the city of Janesville. Together, these campuses form a preeminent academic institution driven by the pursuit of knowledge, powered by a spirit of innovation, and focused on transforming lives. UW-Whitewater’s campuses are located conveniently near Milwaukee, Madison, and Chicago, and thus offer the advantage of beautiful small-town environments with easy access to the cultural and commercial opportunities of major metropolitan areas.
The Warhawk family — led by caring faculty and staff — is devoted to student success within a broad range of academic programs offered at the associate, bachelor, master, and doctoral levels. These include both on-campus and online programs, and span the disciplines, from the theoretical to the applied, and encompass study in the arts, business, education, humanities, natural sciences, social sciences, technology, and professional and interdisciplinary programs.
UW-Whitewater has a special mission within the UW System to serve students with disabilities and, as such, embraces the principles of universal design and is one of the most accessible campuses in the nation. The campuses have more than 200 student organizations and UW-Whitewater’s intercollegiate athletic teams compete at the NCAA Division-III level. UW-Whitewater is committed to seeking and sustaining a culturally and ethnically diverse campus environment, building a diverse faculty and staff with expertise and interest in serving students with diverse needs, backgrounds, ethnicities, abilities and other distinct characteristics in respectful, sensitive and understanding ways. The University of Wisconsin-Whitewater is an Equal Opportunity and Affirmative Action Employer, and actively seeks and encourages applications from women, people of color, persons with disabilities, and veterans.
ORGANIZATION INFORMATION:
The University of Wisconsin-Whitewater is part of the 13-campus University of Wisconsin System (https://www.wisconsin.edu).
Wisconsin Statute 19.36(7)(b) provides that applicants may indicate in writing that their identity should be kept confidential. In response to a public records request, the University will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful final candidate will be released. See Wisconsin Statute 19.36(7)(a).
Per Regent Policy Document 20-19, University of Wisconsin System Criminal Background Check Policy and UW System Administrative Policy 1275 Recruitment Policies, UW-Whitewater requires criminal background checks as a contingency to employment. A criminal background check will be conducted prior to an offer of employment. All final candidates must be asked, prior to hire, whether they have been found to have engaged in, are currently under investigation for, or left employment during an active investigation in which they were accused of sexual violence or sexual harassment. When obtaining employment reference checks, these same sexual violence or sexual harassment questions must also be asked.
The University of Wisconsin-Whitewater requires that all employees be active participants in following applicable safety rules and regulations including necessary training and drills.
For UW-Whitewater Campus safety information and crime statistics/annual Security Report, see http://www.uww.edu/asfr. If you would like a paper copy of the report please contact the UW-Whitewater Police at 262-472-4660.
COMPENSATION AND BENEFITS:
Well-qualified candidates can expect a starting hourly wage within a range of $18.00 – $19.00
UW System employees receive an excellent benefit package. To learn more about the UW System’s comprehensive benefit package, review the UW System Employee Benefits Brochure.
CONDITIONS OF APPOINTMENT:
University of Wisconsin-Whitewater does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources. UW-Whitewater is not an e-verify employer, therefore STEM extensions are not options for work authorization.
TO ENSURE CONSIDERATION:
This position will remain open until filled. The next review of applications will begin on April 30th, 2023. The most qualified applicants will be invited to participate in the next step of the selection process.
If you have questions regarding this recruitment or if you are unable to complete the application online due to a disability or system problem, please contact us at (262) 472-1072 or hrstudent@uww.edu.
For questions regarding this position, please contact:
Lucy Heimer
262-472-5802
HOW TO APPLY:
Only complete application packages will be considered. This includes online submission of the following documents:
- Cover Letter
- Resume
- Name and contact information for three professional references
This Job ID is 19380.
Application Links:
A potential applicant who is NOT currently employed by the University of Wisconsin System, click here:
UW-Whitewater External Applicants
A current employee of the University of Wisconsin System, click here:
UW-Whitewater Internal Applicants
Before you get started with the online application process, we recommend you preview the frequently asked questions (FAQs) by selecting the link below.
If you have questions regarding this recruitment, or if you are not able to complete the application on line due to a disability or system problem, please contact us at 262/472-1024 or hrstudent@uww.edu.