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English: Academic Department Associate

UW-Eau Claire – Eau Claire Campus
English

Full Time, Staff

  • Official Title: Academic Department Associate
  • Job ID: #16505
  • Date Posted:
  • Apply by: | To ensure consideration, completed applications must be received by deadline. However, screening may continue until position is filled.
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English: Academic Department Associate

A full-time university staff Academic Department Associate position is available in the Department of English beginning July 6, 2020, or earlier. The position provides administrative support, budget management, assistance with personnel matters, and academic support for department faculty and academic staff and customer service for students and department visitors. The expected hourly hiring salary will be based on qualifications and experience, with a minimum salary of $15.73 per hour. Full UW-System benefits apply. Internal funding is available for support of professional development and work-related travel.

QUALIFICATIONS:
Required:
  • Effective oral and written communication skills and excellent customer service skills expected for working with a variety of faculty/staff, students and campus visitors.
  • Excellent budgetary management skills including ability to monitor, manage and transfer multiple budgets and budget lines for numerous departmental stakeholders.
  • Excellent organizational and office management skills, with the ability to prioritize and organize multiple job duties; ability to coordinate department event planning and promotions; ability to work with both traditional and social media.
  • Strong interpersonal and problem-solving skills to offer administrative support and to interact effectively with department chair, students, faculty/staff, and other university staff members.
  • Knowledge of and/or ability to learn quickly, common and internal UW System software applications with the ability to keep accurate records, course schedules, accounts, and business correspondence, etc.
  • Ability to conduct tasks professionally, proactively, efficiently and confidentially.
  • Commitment to the university Mission including support of equity, diversity, and inclusivity.
Preferred:
  • Bachelor’s degree or equivalent office executive experience.
  • Experience successfully navigating university and departmental organizational structure, policies and procedures.
  • Previous college/university experience with academic affairs considered an asset.
  • Experience with continuous process improvement and budget management an asset. 

DUTIES: The English Department Academic Associate is the primary administrative support position for the English Department. As such, the ADA provides administrative assistance, collaborative support, and resource management for the chair and 45 faculty/staff of the department. Although it is a challenging position, it is also stimulating and rewarding.

Candidates must be committed to the daily operation and management of a large, interdisciplinary academic department. The ADA works closely with the Department Chair to ensure smooth department operation and function and to provide excellent customer service. The ADA must effectively communicate, in both oral and written forms, with a wide variety of individuals requiring assistance and to provide a variety of administrative and academic support services for the department Chair, faculty and academic staff. The ADA needs to work both independently and collaboratively and possess the organizational skills necessary for management of all duties assigned. Primary duties fall under three main categories of responsibility: administrative support (65%), department budget management (15%) and assistance with personnel matters (10%). The person in this position is required to exercise considerable judgment, confidentiality and responsibility, as well as to be proactive and resourceful in seeking solutions, continually improving process and excellence. Time management and professionalism are crucial, as is the ability to meet deadlines and process data with quality and accuracy.

Administrative Support (65%)
  • Manage the department office and serve as information coordinator for incoming calls, emails, and walk-ins; independently identify problems and answer questions using personal judgment and current knowledge of department; transfer calls/emails to appropriate faculty/department offices
  • Oversee the day-to-day operations of the department and be responsible for the affairs of the department in the chair’s absence
  • Determine needs and initiate the purchase of office supplies to ensure that sufficient supplies are on hand at all times
  • At the beginning of each fall and spring semesters: update department rosters (faculty/staff offices, faculty/staff contact information, emeriti contact information, hallway directory); check department email distribution lists; update mailboxes; update card swipe access; send faculty their schedule for upcoming semester with reminders to submit syllabuses, office door schedules, etc.
  • Maintain a faculty computer inventory to assure that faculty are provided with new computers as needed
  • Oversee operation of office equipment in main office and designated English Department rooms on the fourth floor of Centennial Hall, including copier, printers, fax machine, projectors, computers, etc.
  • Apply knowledge of word processing, spreadsheet, database and web development procedures for improved office efficiency; attend workshops on and off campus; acquire knowledge of current and new software.
  • Serve as a member of the English Department Schedules Committee, and maintain the committee calendar among other duties.
  • Enter and update (and update and update) the class schedule online using CampS for UWEC (and UWEC-BC, if requested). The English Department offers approximately 150 courses each semester, as well as winterim and summer courses. This sometimes necessitates creating extra sections of particular courses, which involves finding times and rooms for these additional classes.
  • Oversee room and registration requests, including ad hoc room scheduling, entering permissions for ENGL and WRIT courses for students; internship (ENGL 498), academic apprentice (ENGL 394), thesis credit (ENGL 799) enrollments, etc.
  • Compile and distribute detailed course descriptions for all graduate courses and undergraduate courses with special topics as well as themes and descriptions for WRIT courses.
  • Prepare and distribute English Department meeting agendas, materials, and minutes and keep rotation of faculty responsible for department meeting minutes.
  • Assist faculty as needed to coordinate meeting times, distribute agendas, and meeting minutes for various committees within the department.
  • Assist with planning the end-of-year awards ceremony, the fall gathering, and other celebrations.
  • Coordinate faculty/academic searches in collaboration with the department chair and the search committee chair in accordance with University and Affirmative Action Office procedures, e.g., being knowledgeable about the search process, working with the Talent Acquisition Manager online application system, collaborating with Human Resources, publicizing position announcements, maintaining applicant files, communicating with applicants, arranging interview schedules, assembling campus visit schedules, making travel arrangements for candidates’ on-campus visits, submitting travel expense reports for candidates and for faculty members hosting meals, etc.
  • Provide onboarding to new faculty and staff assigning offices and phones, ordering computers, requesting key authorizations, giving department overview, sending a welcome email with pertinent information, etc.
  • Provide administrative support for faculty in their research and public service activities.
  • Assist USPA with maintaining the Kate Gill Library holdings and order new books and DVDs upon request.
  • Schedule appointments for the chair and Director of Undergraduate Studies.
  • Organize and maintain department files.
  • Assist the chair with administrative duties, e.g., collecting travel funding requests, faculty/staff scheduling requests, etc.
  • Assist faculty with course and research budgets and student employees (40-75/year) timesheets and approvals.
Manage the Department Budget (15%)
  • Project expenditures and assist in formulation of requests for purchases; examine WISDM and review the department budget with the chair on a regular basis
  • Possess signature authority on all English Department accounts
  • Maintain accurate records of all purchases and travel activities and other financial activities
  • Prepare credit card summary log forms
  • Handle expense transfers for shared resources (eg.g., copier sharing), recruitment expenses, UWEC Foundation, and other budget issues
  • Correspond with vendors, as needed
  • Assist with travel authorizations, travel expense reports and personal reimbursements for faculty, staff, and students, as needed
Assist with Personnel Matters (10%)

A very specific and important duty is to work closely with the Departmental Personnel Committee (DPC) chair and the department chair and support the work of the DPC (and its subcommittees) in reviews, (re)appointments, and promotions for tenure-track and tenured faculty and instructional academic staff. This work involves confidential consultation with the chair and DPC, and must be accomplished in a timely manner according to state statutes. It is the ADA’s responsibility to:

  • Regularly update spreadsheet master files of faculty and IAS for dates of hiring, promotion, etc.
  • Update the annual schedule/calendar of reviews for faculty/staff
  • Gather and process confidential materials required for reviews, (re)appointments, promotions, and salary recommendations
  • Initiate 20-day review letters, cover letters and forms, and process letters written by personnel reviewers
  • Process Personnel Action Request e-forms and other forms related to hiring
  • Maintain and update faculty personnel files with salary recommendations, evaluations, (re)appointment materials,
  • Maintain updated DEP and distribute to faculty/staff each fall
  • Review and update handout of DPC procedures for DPC members
Supervise Student Workers (5%)
  • Recruit, hire, train, and supervise student workers
  • Verify employment status, initiate criminal background check, and enter eligibility information in CampS
  • Create work schedule for student workers
  • Approve student work hours using “My UW Portal”
Maintain Department Website (5%)
  • Assist the USPA in the English Department in maintaining the department’s website and calendar
  • Create/update pages with current information
  • Check all links on the department’s pages to make sure they work as intended
  • Inform visitors/prospective students/new majors about the web site 

Software Programs utilized: UWisdm, BPLogix, CampS, Microoft Suite (multiple office apps including inter- and intranet clouds), Talent Acquisition Module (TAM), Shop@UW, TravelWise and FoxWorld Travel, Qualtrics, Cisco phone system, Data Warehouse, Faculty Enlight, TMA iService, UW Print Shop, 25Live, Blackbaud (UWEC Foundation)., and USBank Credit Card System. 

DEPARTMENT:

The English Department has on average 400 majors and minors. In addition, the department serves thousands of students each semester through its first-year writing courses, its Liberal Education courses, and its majors courses. Department members are collegial, dedicated to teaching and are actively involved in research with undergraduates as demonstrated by co-authored presentations and publications. The English Department is housed on 4th floor Centennial Hall. 

UNIVERSITY & EAU CLAIRE COMMUNITY:

UW-Eau Claire, an institution of approximately 11,500 students and 1,400 faculty and staff, is consistently recognized as a top comprehensive university in the Midwest and is widely known as a leader in faculty-undergraduate research and study abroad. We strive for excellence in liberal education and select graduate and professional programs through commitment to teaching and learning and dedication to our core values of diversity, sustainability, leadership, and innovation.

The City of Eau Claire, situated at the confluence of the Chippewa and Eau Claire rivers, is at the center of a metropolitan area of approximately 100,000 people located 90 miles east of Minneapolis/St. Paul. The area features beautiful greenspaces, strong public schools, access to major medical facilities, a vibrant arts scene and local food culture, and abundant recreational opportunities. 

APPLICATION PROCEDURE:Applications are submitted electronically. Please follow instructions found on the following UW-Eau Claire Web site: https://www.uwec.edu/job-postings/. You must create an account and login before you can apply. If you have not yet registered, click on the "Click here to Register" link to begin the registration process. If you are already a registered user, input your "User Name" and "Password" and select "Login." Click the link to the English: Academic Department Associate position (Job ID # 16505) and then click the "Apply Now" button to submit your application electronically. Your application will not be considered complete until all required documents are attached and all required fields are completed. Please be sure you have included the following in PDF format:

  • Letter of application
  • Resume
  • Names and contact information for three references 

Please direct requests for additional information to: Barb Hanson, Human Resources, at hansonbj@uwec.edu

To ensure earliest consideration, completed applications must be received by June 29, 2020. However, screening will continue until position is filled.

The UW-Eau Claire Police Department is dedicated to maintaining a safe and secure environment for learning and working. Although crime at the University of Wisconsin-Eau Claire is limited, the University Police want students, faculty and staff to be aware of crime on campus and the area surrounding the campus. The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act is a federal law that requires colleges and universities to disclose annual information about campus crime. Visit Campus Security and Fire Report. Also visit our Campus Security Authority policy.

UW-Eau Claire is an AA/EEO/Veterans/Disability employer dedicated to enhancing diversity, equity, and inclusion.

The University reserves the right to contact additional references with notice given to the candidates at an appropriate time in the process. Employment will require a background check. Employment will also require you and your references to answer questions regarding past conduct related to 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. §. 19.36(7).

The University of Wisconsin System is engaged in a Title and Total Compensation (TTC) project to redesign job titles and compensation structures. As a result of the TTC project, official job titles on current job postings may change in Spring 2021. Job duties and responsibilities will remain the same. For more information please visit: wisconsin.edu/ohrwd/title-and-total-compensation-study/.