Academic Department Assistant - Psychology, Social Sciences, English, Philosophy & Communication Studies Departments

ACADEMIC DEPARTMENT ASSISTANT

UW-Stout seeks a dynamic team member to provide administrative support to multiple academic departments, including the departments of Psychology and Social Science during the academic year, with the addition of the English, Philosophy, and Communication Studies Department during the summer. The department assistant works closely with department chairs and college leadership on financial management, faculty support, class scheduling, and general office coordination in alignment with the university mission and the pursuit of student success.

Official UW Title:  Department Assistant *link to standard job description 

Appointment Percentage (FTE): 100%

Anticipated Start Date: November 6, 2023

QUALIFICATIONS

Minimum / Required

·       High school diploma or equivalent.

Highly Desired

·       Experience in a higher education environment.

·       Experience in budgetary management.

·       3 years or more of demonstrated office experience.

·       Experience supporting a climate (work environment) that embraces equity, diversity, and inclusion.

ESSENTIAL KNOWLEDGE, SKILLS, AND ABILITIES

·       Excellent verbal and written communication skills.

·       Excellent interpersonal and customer service skills in working with a diverse community.

·       Basic computing skills, including familiarity with desktop hardware and standard business software programs (e.g., word processing, spreadsheets, database) and the internet.

·       Adaptability to function in a dynamic environment of changing procedures, policies, and software.

·       Ability to delegate and prioritize work.

·       Good work habits, such as attendance, punctuality, accountability, thoroughness, and resourcefulness.

·       Capability to work independently and as part of a team environment and on collaborative efforts.  

RESPONSIBILITIES

30% A.  Administrative Support

A1. Compose written communications and answer correspondence, inquiries.

A2. Schedule appointments and reserve space for departmental functions.

A3. Attend departmental meetings, recording and distributing meeting minutes as assigned.

A4. Assist with travel arrangements; review and route reimbursement forms using an electronic workflow system; maintain current and up-to-date knowledge of university travel regulations and procedures.

A5. Develop and recommend procedures that will improve administrative effectiveness.

A6.  Perform other duties as assigned by the department chair and college.

30% B.  Financial Management Responsibilities

B1. Initiate, monitor, and verify purchases, following university policies and procedures.

B2. Act as administrator for department funding strings. Prepare and maintain department accounting record system. Monitor and reconcile financials for all department funding strings.

B3. Compile and submit financial status reports to the department chair for use in communicating with department members and administration.

B4. Prepare and process staff contracts.

B5. Communicate with appropriate personnel concerning budget transfers, discrepancies, etc., regarding university accounting activity reports.  Prepare budget transfers and/or deposits.

B6. Attend financial training sessions, review University and System policies and procedures to stay up to date on guidelines and best practices.

20% C.  Office Coordination and Management

C1. Plan flow of work in department office.  Develop and implement office procedures.

C2. Serve as lead supervisor for student employees. Process and monitor student payroll.

C3. Monitor status of office/classroom/lab equipment, furniture, computers, etc., with university offices and outside vendors. Arrange for necessary updates and repairs through approved University channels. Coordinate work orders and monitor process.

C4. Manage department computer inventory, including computers assigned to specific instructors.  Assist staff in procuring new computers.

C5. Open and distribute mail.

20% D.  Curriculum and Recruitment Support         

D1. Maintain department curriculum record of courses and revisions.  Maintain electronic records of schedules and syllabi.

D2. Schedule classes under the direction of the department chair, using the university's online enrollment management system. Prepare the semiannual workload report for the department.

D3. Administer student evaluation of department courses and report results to appropriate personnel. 

D4. Prepare faculty/staff recruitment and hiring materials, post position announcements, process advertisements, set up electronic candidate files using the university's hiring software, correspond with candidates as to the status of their application, and process forms for expenditure reimbursements. 

D5. Train all new employees on office procedures and operation of office equipment.

DEPARTMENT INFORMATION

The Psychology Department's purpose is to engage its faculty and students in discovery, critical thinking and self-development in order to foster growth as enlightened citizens, able to enrich lives in local and global communities. The department offers a bachelor's degree in Psychology and a master's degree in Applied Psychology.

The Social Science Department engages in community-based research and offers a wide range of courses in anthropology, economics, geography, history, political science, sociology, social work, and global languages. The department offers a bachelor's degree in Applied Social Science and minors in Applied Peace Studies, Cultural Anthropology, Economics, Geographic Information Systems, History, Science, Technology and Society (STS), Sociology, and Spanish.

The English, Philosophy, and Communication Studies Department houses the university's two-course first-year writing sequence and first-year communication studies course, as well as general education courses in theme-based and culture-based literature, literary genre studies, and philosophy.  The department offers an undergraduate major in Professional Communication and Emerging Media and a master's degree in Technical and Professional Communication, along with minors in English, Journalism, Philosophy, and Communication Studies.

APPLICATION INSTRUCTIONS

Applications received by end of day October 1, 2023 are ensured full consideration. Applications submitted after October 1st may be reviewed at the discretion of the search committee.

To apply, click on the APPLY button or go to: https://www.uwstout.edu/about-us/careers-jobs

Required application materials:

1. Cover letter (* See below)
2. Curriculum vitae or resume
3. Names and contact information for a minimum of three (3) professional references

*Please use your cover letter to speak to each of the Minimum/Required Qualifications for this position as listed above. For each required qualification, describe your relevant experience, using specific examples from your work history to illustrate how your experience satisfies the requirement.

Applicants must complete all required fields and attach all required documents prior to submitting the online application.

Note: Once you have attached your materials and submitted your application you will not be able to go into the system and change them.

Before starting the online application process, we recommend you preview the frequently asked questions (FAQs) available at: https://kb.uwss.wisconsin.edu/21900.

It is the policy of UW-Stout to provide reasonable accommodation to qualified applicants with disabilities. If you need assistance, or accommodation in applying because of a disability, please contact us using the information below. Employment opportunities will not be denied because of the need to make reasonable accommodation for a qualified individual's disability.

For questions regarding this position or recruitment, please contact:

Search Chair: Julie Watts, English, Philosophy, & Communication Studies

Phone: 715-232-5375

Email: wattsj@uwstout.edu

If you need assistance with the online application process or if you submitted your application prior to uploading all the required application materials, please contact:

Search Coordinator: Diane Duerst

Phone: 715-232-1629

Email: duerstd@uwstout.edu

ADDITIONAL INFORMATION

For information about the UW-Stout community and region visit: https://www.uwstout.edu/about-us/our-community. 

Facts and data about the university:  https://www.uwstout.edu/about-us/meet-our-leadership/institutional-accreditation/fact-book

The normal work schedule for this position is Monday through Friday, 8:00 a.m. to 4:30 p.m.

Minimum starting salary of $18.00 per hour, commensurate with qualifications and experience.  A six-month probation is required. The UW System provides an excellent benefits package including participation in the Wisconsin State retirement plan, demonstrating our commitment to the diverse needs of our employees.

·       Benefit Details: https://www.wisconsin.edu/ohrwd/benefits/download/quickguideus.pdf

·       Health & Retirement Contributions Estimator | Employee Benefits (wisconsin.edu)

As an equal employment opportunity and affirmative action employer, UW-Stout welcomes applications from individuals from diverse groups; veterans, individuals with disabilities and from historically excluded populations. UW-Stout provides equal opportunity to all persons and is committed to inclusive excellence. At UW-Stout we value our differences and welcome diverse perspectives as we continually commit to developing an inclusive and equitable environment for all employees and students.

Employment is contingent upon the final candidate's completing a criminal background check, reference checks and an essential job function test, as applicable. and being cleared to work by the Human Resources Office.

Must be authorized to work in the United States. Sponsorship is not available for this position. A successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment and maintain work authorization throughout the employment term. If you have questions regarding this, please contact our Human Resources office, Phone: 715-232-2149. 

In response to a public records request, the University of Wisconsin System will not reveal the identities of applicants who request confidentiality in their online application, except that the identity of the successful final candidate will be released. See Wis. Stat. sec. 19.36(7).

UW-Stout is committed to providing safety and security of all members of our community in accordance with the Clery Act. For campus safety information and crime statistics visit: https://www.uwstout.edu/life-stout/police-and-parking/clery-information