Department Assistant - Accounting and IT and Supply Chain Management - 19414
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INTRODUCTION:
The Departments of Accounting and IT and Supply Chain Management in the College of Business and Economics at the University of Wisconsin-Whitewater are seeking a shared role Department Assistant (AD085).
JOB DUTIES:
The Department Assistant provides support to the Chairs of the Accounting and ITSCM Departments in the College of Business and Economics. This position also provides office management support to Faculty in both Departments. The incumbent is responsible for organizing and managing secretarial work-flow and provides program assistance. The position maintains records and provides assistance to the effective operation of the Departments.
The Department Assistant is responsible for maintaining the Department budgets and student records. This position supervises student workers and responds to inquiries to the Departments from students and other correspondents.
The Department Assistant supports both Accounting and ITSCM equally. However, some of the tasks listed below may be completed for one Chair or Department and not the other. The department chairs will work together to set performance expectations.
Work hours are Monday through Friday, 7:45 a.m. - 4:30 p.m.
QUALIFICATIONS:
Minimum Qualifications:
· High school diploma
· 1 year of administrative assistant or related experience
· Proficient in Microsoft Office software (Word, Excel, Power Point, etc.)
Knowledge, Skills and Abilities:
· 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
· Ability to work independently and as part of a team
· Ability to exercise sound judgment and discretion under a variety of complex rules and practices
· Ability to work collaboratively with diverse constituents: faculty, administration, students, staff, parents, and alumni
· Knowledge of computer operating systems and standard computer applications, including word processing, spreadsheet, database, presentation, and digital media programs
· Knowledge of budget processes
· Excellent interpersonal and oral and written communication skills
· Ability to train and supervise student employees
· Excellent customer service skills
Responsibilities:
50% A. Provide secretarial and office management assistance to the Department Chairs
A1. Prepare letters, memos, reports, and other written materials related to the administration of academic programs in consultation with the department Chairs.
A2. Coordinate arrangements for department-sponsored on-campus events (i.e., social events, summer camps, etc.) including making room reservations, maintaining relevant mailing lists, providing assistance in emailing invitations, assisting in maintaining a list of attendees, making necessary arrangements with the visitor center and catering in consultation with the department Chairs.
A3. Curriculum management: Update class caps for graduate and undergraduate classes on WINS in consultation with the department Chair.
A4. Provide clerical assistance during the Search and Screen process, including job announcements, maintenance of applicant files, and correspondence with applicants in consultation with the department Chair.
A5. (C4) Compile and analyze data on student academic performance relevant to their qualification for progress in the program and their meeting graduation requirements in consultation with the department Chair, and corresponding with students regarding the same.
A6. (B15, C5) Provide clerical assistance in the administration of department Scholarships in consultation with the department Chair and Scholarship Committee, including preparation and distribution of announcements to students, maintaining applications, gathering appropriate information on applicants, processing the funding allocation of scholarship funds, and maintenance of records on funds and recipients.
A7. Coordinate arrangements for faculty and Department meetings including room reservations, making proper notification of meetings, maintaining and distributing records of meeting minutes, and attending and recording meetings as requested
A8. Advisory Board Meetings: Coordinate arrangements for meetings of the Department Advisory Boards, including room reservations, refreshments, maintaining the Board mailing list, distribution of notices of meetings, maintaining records of correspondence with board members, recording the minutes of the meeting, and preparing documents and reports related to meeting.
A9. Hire and manage student employees to provide clerical support for the maintenance of the Departments and their activities.
Al0. Coordinate the process for obtaining, scoring, and distributing the summaries of instructor/course evaluations by students. Maintain records of students' comments per instructor/course.
A11. Enter timetable data each semester making revisions as needed. Proof and make changes in consultation with the department Chairs, and submit to the Dean's Office by the applicable deadline.
A12. Duplicate and shred letters, memos, reports, and other written materials related to administration of academic programs as requested.
A13. Perform related tasks as requested by the Chair for programs and activities supported by the department.
20% B. Provide secretarial and office management assistance to the Accounting and ITSCM Department Faculty
B1. Preparation and duplication of course syllabi for faculty as requested. Submit on-line copies of syllabi for use on the web.
B2. Formatting, keying, and duplication of course materials for faculty.
B3. Maintaining integrity of quizzes and examinations being duplicated.
B4. Proctor make-up exams for faculty if requested by the Chair.
B5. Collect promotional material about UWW, duplicate graphics and handouts for faculty professional presentations.
B6. Coordinate details related to the assignment of office space, ordering furniture and equipment, key control, check-ins and check-outs.
B7. Receive and place textbook orders, ordering desk copies for instructors as requested.
B8. (C9) Address faculty questions re: incomplete contracts, e.g., check returned contracts for accuracy and resolve problems, check for faculty signature in given time limits, etc.
B9. Route incomplete and grade change forms through the department chair and then to the Registrar's Office.
B10. Make room reservations for meetings and obtain classroom changes for faculty members on request.
B11. Maintain faculty absentee records and submit monthly reports to Human Resources.
Bl2. Prepare and mail materials related to the recruitment of new faculty and
maintain required records.
B13. Facilitate the preparation and dissemination of information to interested candidates. Ensure that travel expense reports are available for each candidate's interview.
B14. Assist faculty in making arrangements for official travel of either themselves or campus visitors as requested.
B15. (A6, C5) Provide clerical assistance in the administration of department Scholarships in consultation with the department Chair and Scholarship Committee, including preparation and distribution of announcements to students, maintaining applications, gathering appropriate information on applicants, processing the funding allocation of scholarship funds, and maintenance of records on funds and recipients.
15% C. Provide assistance to Students
Cl. Assign advisors to majors of the Department.
C2. Assist students with advance registration and with course late adds, late drops, special permission forms, keeping related records.
C3. Answer questions on course offerings, course prerequisites and general content, graduation requirements, and program policies and procedures.
C4. (A5) Compile and analyze data on student academic performance relevant to their qualification for progress in the program and their meeting graduation requirements in consultation with the department Chair, and corresponding with students regarding the same.
C5. (A6, B15) Provide clerical assistance in the administration of department Scholarships in consultation with the department Chair and Scholarship Committee, including preparation and distribution of announcements to students, answering student questions, maintaining applications, gathering appropriate information on applicants, processing the funding allocation of scholarship funds, and maintenance of records on funds and recipients.
C6. Respond to inquiries from prospective students.
C7. Process AR requests, process major/minor changes, and assist transfer students in the removal of the department advising hold by the Registrar's Office.
C8. Assist student organizations (i.e., Whitewater Economics Society, and other student orgs supported by the department in consultation with the department Chair) with questions they may have regarding campus procedures. Provide assistance with specific projects as directed by the department Chair.
C9. (B8) Address students' questions re: incomplete contracts, e.g., check returned contracts for accuracy, resolve problems, check for faculty signature in given time limits, etc.
C10. Distribute information about programs and degrees offered by the department as requested.
C11. Maintain department bulletin boards to include announcements relevant to all department stakeholders as requested, e.g., employment opportunities, scholarship information, program information, etc.
5% D. Provide receptionist support and perform miscellaneous clerical tasks
D1. Receive incoming calls and greet visitors; Includes providing information, refer appropriately, maintaining professional contacts with and answering inquiries from (letter, phone, fax, email, walk-in) companies, vendors, and other partnership organizations.
D2. Record and convey messages for and to faculty, including placing calls for faculty.
D3 Open and/or route incoming mail and dispatch outgoing mail.
D4. Operate and maintain office equipment.
D5. Administer maintenance policies and procedures for office machines.
D6. Keep up to date with administrative network functions and technology.
D7. Perform related tasks as required.
D8. Know the faculty and their specializations, office hours, and schedules for correct reference or inquiries.
D9. Act as liaison with other College of Business and Economics administrative assistants.
7% E. Maintain Budget Records
El. Maintain ledger of program expenditures and reconcile budget using UWW systems (i.e, WISDM).
E2. Maintain budget record of accounts related to UW-Foundation, Project Activity Reports, Gift Detail Reports, and departmental Scholarship Accounts.
E3. Review work time reported by student workers in accordance with UWW policies and practices.
E4. Keep an inventory of capital/non-capital supplies not kept outside of the department; prepare and submit orders for equipment and supplies as needed in consultation with the department Chair.
ES. Prepare and submit faculty/campus visitor travel vouchers and claims for reimbursement.
E6. Maintain official inventory of all equipment including computers.
E7. Oversee procedures for proper record keeping and purchase procedures relating to use of department credit cards.
E8. Maintain records of all credit card transactions.
3% F. Other Items
F1. Other duties as assigned.
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 $19/hr – $20/hr.
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:
Applications received by April 30, 2023 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. 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:
Stephanie Church
Administrative Assistant III
262-472-1333
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 19414.
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.