ACADEMIC DEPARTMENT ASSISTANT

ACADEMIC DEPARTMENT ASSISTANT

SCHOOL OF ART & DESIGN

80% role

The School of Art & Design at UW-Stout seeks a 80% time, dynamic team member to provide support the general function and operation of the school, which consists of combined multiple departments and units. Coordination and support of these diverse areas and people includes elements such as external/internal communications, supervision of student office assistants, managing and ordering from office budgets, managing confidential hiring and personnel evaluation documents, and general computer/electronic support for office functions. This position will work approximately 70 hours a pay period during the academic year and the remaining hours in the summer. Schedule to be determined with supervisor.

Official UW Title: Department Assistant AD085

QUALIFICATIONS

Minimum / Required

• High school diploma or equivalent.
• Experience supporting a climate (work environment) that embraces equity, diversity, and inclusion.

Highly Desired

• Experience in a higher education environment.
• 3 years or more of demonstrated office experience.
• Bachelor’s Degree

ESSENTIAL KNOWLEDGE, SKILLS, AND ABILITIES

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills
• Basic computing skills, including familiarity with desktop and standard business software programs (e.g. word processing, spreadsheets, database), video conferencing, and the Internet.
• Adaptability to function in a dynamic environment of changing procedures, policies, and software
• Ability to delegate and prioritize work.
• Excellent judgment including sensitivity to personal and confidential information.
• 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.
• Ability and desire to work with students, faculty, and administrators.

RESPONSIBILITIES.

Essential Job Functions and Responsibilities

20% Administrative Assistant to the Director of the School of Art & Design (hereafter referred to as “School”)

1. Provide support to the Director of School

• Produce and coordinate all written and electronic documentation required by Director including all correspondence, letters, memos, forms, reports, course proposals and proposals with both internal and external stakeholders.
• Alert Director to personnel, facilities, and student problems.
• Maintain calendars and appointments for the Director. Provide appropriate supporting materials for the appointments and meetings
• Coordinate logistics, authorizations, and reimbursement for travel, including but not limited to conference registrations, lodging, and transportation.
• Read and review correspondence and incoming mail. Bring high priority items and recommendations on action to attention of Director.

60% Office Manager for the School of Art & Design

2. Manage overall office operation for the School.

• Route forms and requests as needed, ensuring proper signatures are obtained and deadlines are observed.

• Maintain official copies of School governance documents
• Update distribution and mailing lists.
• Work with LIT to keep printer/scanner personnel list updated and oversee School printing budgets.
• Maintain Outlook and School Teams distribution lists
• Work with LIT to maintain current list of School Imagenow/Perceptive Content users
• Maintain and remove former School personnel from card access records, Imagenow and email and calendar distribution lists
• Provide school committee list to Dean’s Office. Provide current school by-laws to Faculty Senate.
• Provide updates for Curriculog workflows
• Provide mailroom with annual current personnel list

• Maintain classified brochure and update School personnel directory/phone list
• Work with the Dean’s Office to update the college directory
• Review school Sharepoint page periodically to keep up-to-date information posted. Update School Personnel Directory
• Serve as school staff representative on campus or college committees as requested
  • Serve as initial point of contact for guests and callers contacting the School or any of the departments. Interact positively with both internal and external customers projecting a positive, supportive, and inviting image of the office.
  • Coordinate School of Art & Design meetings: schedule meeting dates, prepare agendas, compile, and organize supporting materials, and distribute agendas. Take accurate minutes of meetings and disseminate. Follow up on agenda items that require further action.
  • Completes paperwork, office assignments, key request forms, nameplates, furniture and other supplies and materials for all new hires.
  • Coordinate all on-campus and US postal mail for School, as well as maintain faculty/staff mailboxes as needed.
  • Initiates and answers telephone calls with on-campus departments and outside agencies, supplies information in relation to the school and uses judgement in referring calls
  • Coordinate timely handling of requests for room reservations and Furlong Gallery Atrium Events which are overseen by the Director.
  • Maintain School office budgets and anticipate office needs, ordering supplies, services, or equipment accordingly.
  • Work with School of Art & Design Process Lab to provide locker labels for student signup
  • Maintain display case signups for artwork in School of Art & Design
  • Assist with annual NASAD Accreditation reports
  • Assist with NASAD Accreditation self-studies and site visits when they occur
  • Comply with annual key audit and report results and inconsistencies for keyholders
  • Provide assistance to faculty and administrators for work requests for building repairs and laboratories.
  • Resolve or report custodial and maintenance problems.
  • Assist with data gathering for various school reports.
  • Surplus equipment that is no longer used.
  • Develop and maintain operational files in the School offices for efficient retrieval. Archive files according to campus record retention standards, while always maintaining security and confidentiality.
  • Oversee card access requests for 40+ entrances and rooms for over 1,300 students in Applied Arts, Micheels Hall, and Heritage Hall using the card access software system. Notify supervisor and requestor when access has been granted. Process proper forms and route for approval & appropriate signatures.
  • Update and maintain all data and records for over 1,200 students, faculty & staff for safety training provided by the Process Lab and Digital Process Lab in the School of Art & Design.
    

3. Assist in recruiting/hiring of new school support staff
   • Coordinate and maintain school paperwork and records of the hiring process.
   • Attend Affirmative Action training and other informational meetings as required to execute Talent Acquisition Coordinator position for hiring process.
   • Upload all supporting documents into TAM online portal for permanent record and public review including, advertising notices, screening tools, screening matrix, letters, memos, interview schedules, financial records, and written approvals for all stages of the hiring process.

4. All other duties as assigned by the Director

10% Shared Responsibilities with School Staff

1. Provides administrative assistance and makes decisions without direct supervision and with assigned authority, including extensive liaison between school director, chairs, program directors, faculty/staff, students and on/off campus departments and individuals
2. Comply with recognized environmental health and safety practices.
3. Participate in professional development activities to keep skills up to date.
4. Maintains knowledge of various software programs used within the School and learns new software programs as required by University, College, or School policy
5. Attend appropriate clerical/software workshops; regularly update on university and college policies.
6. Provide assistance to faculty and administrators for emergency situations and safety concerns within the School.
7. Provide logistical and administrative support for School events (e.g., Senior Show, Fashion Without Fabric, Stout Game Expo, etc.)

10% Supervise Student Clerical Help for School

1. Interview, hire, and determine pay rates for office assistants
2. Supervise and delegate duties to office assistants; typing of letters, memos, distributing incoming mail; answering telephones; interfacing with faculty and the public; copying; and walking errands to other campus departments.
3. Monitor timesheets and processes payroll for student clerical employees

DEPARTMENT INFORMATION
The School of Art & Design is comprised of two departments (Art & Art History and Design) and has approximately 85 faculty/staff and 1,200 students, making it the largest public higher education art and design entity in the upper Midwest. There are nine different programs, including Game Design and Development, Graphic & Interactive Design, Animation and Digital Media, Industrial Design, Interior Design, Studio Art, Video Production, Arts Administration and Entrepreneurship, and a graduate-level program in Design. For more information, please visit: http://www.uwstout.edu/artdes/

An innovative leader within the University of Wisconsin System, the University of Wisconsin-Stout offers an unparalleled career-focused education that integrates applied learning, theory and research and real-world experiences to prepare our students for the future. At UW-Stout, our students think and do from day one, and we’re proud to produce lifelong learners, ethical leaders and responsible citizens who succeed in a global society.

University of Wisconsin-Stout is located in Menomonie, Wisconsin, a community an hour east of Minneapolis-St. Paul. A pillar of Wisconsin’s Chippewa Valley and recognized as one of the best small towns in America, Menomonie provides an idyllic combination of natural beauty, outdoor recreation, boutiques and arts and culture with access to a metropolitan area. For more information about the UW-Stout community and region visit: https://www.uwstout.edu/about-us/our-community

APPLICATION INSTRUCTIONS

Applications received by end of day April 21, 2023 are ensured full consideration. Applications submitted after April 21st 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: Dave Beck

Email: beckdav@uwstout.edu

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

Search Coordinator: Alexandra Bates

Phone: 715-232-2438

Email: batesa@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

Minimum starting salary of $18/hour, commensurate with qualifications, experience, and available budget. 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

Job Family: Staff