Marketing and Supply Chain Management: Department Assistant

POSITION: A full-time university staff position is available in the Department of Marketing and Supply Chain Management in the College of Business as Department Assistant beginning in October 2023.  This is an expected-to-continue assignment which requires a six-month probationary period.  The expected hourly hiring salary will start at $18/hour but will be based on qualifications and experience.

MINIMUM QUALIFICATIONS:

Required:

• Advanced knowledge of Microsoft Office (Word, Excel, Outlook, PowerPoint, and Publisher).
• Knowledge of or ability to learn commonly-used software applications (e.g. Qualtrics, WISER, ATHENA, BP Logic, TAM, Data Warehouse, Blackbaud, CourseLeaf, etc.)
• Strong interpersonal skills to interact effectively with dean, faculty, staff, and students.
• Commitment to working with diverse populations
• Demonstrated customer service skills and strong verbal and written communication abilities.
• Demonstrated exceptional organizational skills.
• Ability to review and monitor budge
• Ability to conduct tasks professionally and confidentially.
• Ability to multi-task and work independently.
• Ability to use Microsoft Outlook to organize meetings and communicate effectively with multiple users.
• Ability to use Microsoft Word for generating stand-a-lone and merged documents.
• Ability to use and manage Microsoft Excel spreadsheets for maintaining a variety of records.
• Ability to work with other campus units.
• Ability to learn new systems, software and processes quickly.
• Ability to interact professionally with visitors and students requesting assistance.
• Ability to handle time-sensitive and confidential information.
• Ability to remain current with and implement university policies and procedures regarding purchasing, payroll, and travel.
• Ability to manage textbook ordering, class scheduling, advising information, and publicity/marketing.
• Ability to hire, schedule, and supervise student workers and assist all students with payroll.

DUTIES: This position is the primary support staff for the Department of Marketing and Supply Chain Management.  The Department of Marketing and Supply Chain Management provides students with two majors (Marketing and Operations/Supply Chain Management), as well as three emphases in the marketing degree and two certificate options.  The department consists of approximately 15 faculty members.  There are approximately 600 students majoring in one of the two majors with additional obtaining minors and certificates.  

25%        A.             Administrative Support for the Marketing and Supply Chain Management Department and the Department Chair

                A1.          Answer questions for visitors, students, and faculty in the department.

                A2.          Schedule appointments for department chair.

                A3.          Enter class schedule for fall/spring semester, winterim and summer sessions.  Add, cancel, and change classes as needed.  Prepare special course fee forms.

                A4.          Inform students through E-Mail of various issues of concern such as changes to schedule, important deadlines, meetings, etc.

                A5.          Assign faculty advisors for all majors in department.

                A6.          Order and maintain all departmental supplies.

                A7.          Schedule in-person and virtual meetings and reserve rooms when necessary.

                A8.          Answer questions for visitors, students, and faculty or direct to the appropriate department.  Schedule appointments for the department chair.

                A9.          Annually update the information sheets for each departmental major (2), minors (1), and certificates (2).

               A10.         Enter completed certificate documentation, test results and transcripted internships into student groups in CampS. 

               A11.         Enter all department assessment information into SharePoint.

               A12.         Maintain department website.

15%        B.  Support for Faculty and Instruction

                B1.          Order textbooks and instructional materials.  

                B2.          Request desk copies of textbooks and supplementary materials.            

                B3.          Help faculty with ordering access codes to simulation programs for classes.

                B4.          Prepare online student evaluations.               

                B5.          Assist faculty with preparation and duplication of instructional materials, exams, etc.

15%        C.  Recruitment and Hiring of Faculty and Academic Staff

                C1.          Review applications to ensure submission of all required materials.  Send emails to applicants confirming completed application or request for missing documents.

                C2.          Place recruiting ads in placement bulletins and other publications.

                C3.          Prepare interview schedule for job candidates, make hotel and meal reservations, student and research presentations, etc.

                C4.          Process candidate expense claims, reimbursements and moving expenses.

                C5.          Process faculty reimbursement from foundation for costs of meal or refreshments for socials.

                C6.          Prepare turndown letters for applicants.

15%        D.            Administrative Support

                D1.          Serve as intermediary between the Marketing and Supply Chain Management department and other offices regarding telephone requests, business cards, key requests, names signs, facility repairs, surplus furniture, fleet reservations, room reservations, copy cards, and ordering refreshments for meetings or special events.

                D2.          Make arrangements for advisory boards such as room reservations, refreshments, parking, etc.

                D3.          Receive complaints about classroom problems including room temperature, audiovisual equipment needing repair, and missing furniture.  Correct                  problems as soon as possible.

                D4.          Maintain seating charts and scheduling for department priority rooms.

                D5.          Prepare overload payments, parfs, and summer contracts for faculty.

15%        E.             Monitor the Departmental budget.

                E1.           Prepare purchase orders for office furniture, special course fee payments, blanket orders and other miscellaneous items.

                E2.           Process payment of invoices through accounts payable or the foundation office. 

                E3.           Monitor the budget lines for department accounts.

                E4.           Prepare expenditure transfers between department account and gift account/foundation accounts.

                E5.           Assist faculty with travel regulations, authorizations, and reimbursement forms.

10%        F.             Student Payroll

                F1.           Accept student applications and coordinate selection to match needs of faculty and department.

                F2.           Collect payroll forms, verify completeness, and submit to payroll.

                F3.           Enter students into online payroll system.

                F4.           Approve time sheets. Train students on timesheet procedures and notify students of errors.

                F5.           Maintain records of student hours and wages for student workers.  Resolve any payroll problems.

5%           H.  Miscellaneous

                H1.          Attend department meetings and take minutes.

                H2.          Sort and distribute incoming department mail.

                H3.          Responsible for copy machines including repairs, supplies, and maintenance.

                H4.          Assist faculty with office machine problems and call appropriate technician if needed.                    

                H5.          Update faculty mailboxes; type door cards indicating faculty office hours and class schedules.

                H6.          Attend training sessions to keep updated on new procedures and systems.

                H7.          Train and supervise student assistants in general procedures of the office including use of duplicating equipment: risograph, photocopier, and collator. Assist other departments with needs as appropriate.

                H8.          Other duties as assigned.

THE UNIT: The College of Business consists of about 85 faculty and staff members and serves students in 13 undergraduate majors.  The College of Business is also the managing partner of both the UW MBA Consortium and the UW Undergraduate Business Alliance.

UNIVERSITY and EAU CLAIRE COMMUNITY: UW-Eau Claire, an institution of approximately 10,000 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. To learn more about UWEC, visit https://www.uwec.edu/human-resources/employment-opportunities/.

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 210,000 people located 90 miles east of Minneapolis/St. Paul. The area features beautiful parks and trails, strong public schools, 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 Marketing and Supply Chain Management: Department Assistant position (Job ID # 20103) 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: swansosr@uwec.edu

To ensure consideration, completed applications must be received by September 28, 2023.  However, screening may 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).