UW-Eau Claire – Eau Claire Campus
Part Time, Staff
- Official Title: Academic Department Associate
- Job ID: #17226
- Date Posted:
- Apply by: | To ensure consideration, completed applications must be received by deadline. However, screening may continue until position is filled.
History: Academic Department Associate (60%)
A 60% university staff Academic Department Associate position is available in the Department of History beginning July 2021, or earlier. The position provides administrative support, budget management, assistance with personnel matters, and academic support for department faculty and academic staff and assistance for students and department visitors. The expected hourly hiring salary will be based on qualifications and experience, with a minimum salary of $16.04 per hour. Full UW-System benefits apply. Internal funding is available for support of professional development and work-related travel.
- 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.
- 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.
The History Department Academic Associate is the primary administrative support position for the History Department. As such, the ADA provides administrative assistance, collaborative support, and resource management for the chair and 11 faculty/staff of the 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 two main categories of responsibility: administrative support (70%), department budget management (15%), with the remainder of the appointment devoted to assisting with personnel matters, student worker oversight, and assistance with website maintenance. 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 (70%)
- 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 key authorizations; send faculty their schedule for upcoming semester with reminders to submit syllabi, 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 History Department rooms on the seventh floor of Hibbard Hall, including copier, printers, 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 History Department Scholarship Committee
- Enter and update the class schedule online using CampS for UWEC (and UWEC-BC, if requested). Coordinate with other programs in scheduling cross-listed courses.
- Initiate and process faculty requests for textbooks through Textbook Services. Attend meetings with University Bookstore personnel to keep abreast of current procedures and changes in ordering policies. Process faculty desk copy requests.
- Oversee room and registration requests, including ad hoc room scheduling, entering permissions for HIST courses for students; internship (HIST 498), academic apprentice (HIST 397), thesis credit (HIST 799) enrollments, etc.
- Assemble student evaluation packets each semester for faculty members. Distribute evaluation results to respective faculty members, Department Chair, and Chair of the Department Personnel Committee.
- File History Department meeting agendas, materials, and minutes and keep rotation of faculty responsible for department meeting minutes
- Assign student advisees to faculty, in consultation with the Chair
- 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
- Organize and maintain department files
- Assist the chair with administrative duties, e.g., collecting travel funding requests, faculty/staff scheduling requests, etc.
- Provide support to Graduate Director as needed. Specifically collect questions from faculty for graduate examinations, disseminate and proctor exams; maintain assessment data, and facilitate Graduate Assistant assignments
- Assist faculty with course and research budgets and student employees’ timesheets and approvals.
Manage the Department Budget (15%)
- Project expenditures and assist in formulation of requests for purchases; examine WISER and review the department budget with the chair on a regular basis
- 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 (e.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 (5%)
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
- Maintain and update faculty personnel files with salary recommendations, evaluations, (re)appointment materials, etc.
- Maintain updated DEP and distribute to faculty/staff each fall
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 History 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 website
Software Programs utilized: WISER, BPLogix, CampS, Microsoft 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, 25Live, Blackbaud (UWEC Foundation)., and USBank Credit Card System.
The History Department has on average 300 majors, minors, certificate students, and graduate students. In addition, the department serves hundreds of students each semester through its Liberal Education courses. The History Department is housed on the 7th Floor of Hibbard Hall.
UNIVERSITY & EAU CLAIRE COMMUNITY:
UW-Eau Claire, an institution of approximately 11,500 students and 1,200 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 History: Academic Department Associate position (Job ID # 17226) 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
- Names and contact information for three references
Please direct requests for additional information to: Barb Hanson, Human Resources, at firstname.lastname@example.org
To ensure earliest consideration, completed applications must be received by June 7, 2021. 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(CSA) policy.
UW-Eau Claire is an AA/EEO/Veterans/Disability employer dedicated to enhancing equity, diversity, 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 will change in November 2021. Job duties and responsibilities will remain the same. For more information please visit: wisconsin.edu/ohrwd/title-and-total-compensation-study/.