Academic Department Associate
JOB TITLE: Academic Department Associate
DEPARTMENT: English and Philosophy
APPOINTMENT PERCENTAGE (FTE): 100%
ANTICIPATED START DATE: August 29, 2019
A member of the University of Wisconsin System, UW-Stout serves approximately 9,500 students in 26 graduate and 50 undergraduate programs and one doctoral program. UW-Stout is a 2001 Baldrige Award Recipient, supporting a progressive, learning-centered, quality-based educational environment that is focused on continuous improvement. A leader in adopting new technology, UW-Stout is a digital campus and all faculty and staff are required to use available technology in their positions including course delivery. Increasingly courses are offered via alternative delivery methods and time frames. Faculty members are responsible for teaching, advising, research and scholarly activity, and service.
The university is located in Menomonie, situated in western Wisconsin, one hour east of Minneapolis-St. Paul on Interstate 94; located in the scenic Chippewa Valley Region with a population base of more than 200,000. Menomonie is a city of 16,000 surrounded by lakes, streams and woodlands. For more information about the UW-Stout community and region visit: https://www.uwstout.edu/about/community.cfm
The Department of English and Philosophy houses the university’s two-course first-year writing sequence, 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, and Philosophy.
Administrative Assistant to the chair of the English & Philosophy Department. Responsibilities include: (A) providing administrative support for the chair, faculty, and instructional staff of the Department of English & Philosophy; (B) serving as the department’s financial manager; (C) assisting with recruitment and curriculum; (D) coordinating clerical workflow and supervising office activities; and (E) acting as a liaison between Department of English & Philosophy and other academic and administrative departments while representing the department to students, staff, and the general public.
30% A. Provide Administrative Support for the Chair, Faculty, and Instructional Staff
A1. Schedule appointments and reserve space for departmental functions.
A2. Compose written communications and answer correspondence, inquiries.
A3. Independently prepare recurring reports.
A4. Attend departmental meetings, recording and distributing meeting minutes
A5. Assist with travel arrangements; review and route reimbursement forms using an electronic workflow system.
A6. Develop and recommend forms and procedures that will improve administrative and office effectiveness in the department.
A7. Open and distribute mail.
A8. Independently arrange for needed repairs, removal, or replacement of office equipment, furniture, computers, classroom equipment, laboratory equipment, etc.
A9. Assist faculty and staff with planning and coordination of department events
A10. Perform other duties as assigned by the department chair
30% B. Serve as Financial Manager for the Department
B1. Serve, with the chair, as Account Administrator for all department accounts.
B2. Prepare and maintain department accounting records. Review and monitor monthly expenses. Prepare summaries for chair and other department members with administrative duties.
B3. Work with the college’s Business Manager on the annual budget submission. Prepare information for the chair to review prior to annual budget submission.
B4. Initiate purchase orders, department requisitions, payment to individual forms, etc.
B5. Be familiar with and initiate all related forms, e.g. budget transfer, account changes, personnel action forms, encumbrance transfers, rate change requests, etc.
B6. Set up and maintain a spreadsheet record of all charges, e.g. maintenance work orders, stores orders, supplies, travel, telephone, duplicating, and postage, against department funds. Bring problems to the attention of the chair.
B7. Audit all invoices from the Business Office and confirm for payment.
B8. Prepare and process staff contracts.
B9. Prepare and process graduate assistantship contracts.
B10. Coordinate with Research Services to distribute grant funding into appropriate department accounts and work with department members to ensure proper use of funds.
20% C. Provide Curriculum and Recruitment Support for the Department.
C1. Maintain department curriculum record of courses and revisions. Maintain electronic records of schedules and syllabi.
C2. Compile textbook requests from instructors and coordinate with Instructional Resource Services to complete textbook orders for department classes.
C3. Schedule classes using the university’s online enrollment management system.
C4. 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. Maintain recruitment files after selection is finished. Be familiar with affirmative action requirements and all steps of the contract process.
C5. Compile and submit student employment forms to the Financial Aid Office. Interview, select, and train new student employees. Complete student employment forms and authorizations. Oversee electronic timesheet submission and ensure payroll forms are delivered to HR in a timely manner. Resolve student worker pay problems if necessary.
C6. Train all new employees on office procedures and operation of office equipment.
10% D. Coordinate workflow for the department and supervise office activities.
D1. Plan flow of work in department office. Develop and implement office procedures. Serve as lead worker for student workers and Limited Term Employees (LTE).
D2. Order keys, telephone extensions, business cards, and email addresses for new and current department members; assign copier/printer codes.
D3. Manage department computer inventory, including computers assigned to specific instructors. Assist staff in procuring new computers according to the university’s laptop refresh program.
D4. Maintain department inventories of office supplies. Research, purchase, and/or surplus supplies and equipment.
D5. Process student and LTE payroll forms in a timely manner. Advise chair on rate increases for student employees or LTEs.
D6. Gather evaluation materials for each faculty/academic staff member, process results, and distribute as appropriate. Schedule evaluation appointments with the chair.
D7. Manage student evaluations of department classes. Compile and report results to the department chair and personnel committee while maintaining confidentiality.
D8. Ensure maintenance of all confidential department information pertinent to personnel, budget, curriculum, and correspondence.
10% E. Act as a liaison between Department of English & Philosophy and other academic
and administrative departments, while representing the department to students, staff, and the general public.
E1. Act as lead departmental resource for knowledge of university policies and procedures
E2. Remain active in university-sponsored professional development
E3. Field requests from current and former students, as well as members of the public, seeking consultations with department members
E4. Communicate with other university departments, following policies and procedures to expedite requested services.
Excellent verbal and written communication skills.
Excellent judgment including sensitivity to personal and confidential information.
Excellent interpersonal, communication 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.
Experience in a higher education environment.
Experience in budgetary management.
While performing the duties of this position, the employee must have the mobility to work in a standard office setting and to use standard office equipment, hearing and speech to converse in person and over the telephone and vision to read printed materials and a computer screen. Accommodation may be made for some of these physical demands for otherwise qualified individuals who require and request such accommodation.
Working Conditions and Environment:
There are no unusual working conditions or environmental factors associated with this position.
The normal work schedule for this position is 8:00 a.m. to 5:00 p.m., Monday through Friday.
The minimum starting salary is $16.00 per hour. The hourly rate for this position is negotiable based on experience and available budget. A six-month probation is required. The UW System provides an excellent benefits package including participation in the Wisconsin State Retirement Plan to qualified applicants. Benefit details can be found at: https://www.wisconsin.edu/ohrwd/benefits/download/summaries/Univ-staff.pdf.
As an equal employment opportunity and affirmative action employer, UW-Stout is committed to inclusive excellence and is actively seeking applications from individuals from diverse groups; veterans and individuals with disabilities.
In compliance with the Wisconsin Fair Employment Act, employment will be contingent upon a criminal background check and authorization to work within the United States as required by the Immigration Reform and Control Act of 1986.
An offer of employment is contingent upon the final candidate passing a criminal background check and a reference check process. The reference check process includes asking the final candidate and most recent supervisor questions regarding sexual violence and sexual harassment. Final candidates with previous employment within the UW System and State of WI agencies will be subject to additional reference checks.
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).
For campus safety information and crime statistics visit:
Frequently asked questions (FAQs) about our online application system are available via:
Your online application will not be considered complete until all required documents are attached, and all required fields are completed. Note: Once you have attached your materials and submitted your application you will not be able to go into the system and change them.
Please be sure you have included the following documents to ensure consideration:
- Cover letter specifically addressing how you meet the minimum and preferred qualifications
- Current resume
- Names and contact information for a minimum of three professional work references
Screening of applications will begin August 12, 2019 and will contiune until the position is filled.
For questions regarding this position or recruitment, please contact:
Kevin Drzakowski, Department Chair, English and Philosophy Department
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:
Job Family: Staff