Administrative Assistant I

Administrative Assistant I 

College of Arts and Human Sciences 

The College of Arts & Human Sciences at UW-Stout seeks a dynamic team member to provide administrative support at a .625% position.  This position will work majority of the time during the academic year with limited hours during the summer months depending upon the needs of the College.  The assistant will work closely with program directors to support several academic programs in the College, as well as other administrative tasks.  The strong focus on coordination and support of these diverse areas and people requires skills such as external/internal communications, event planning, accreditation support, coordinating internal application processes, and general computer/electronic support for office functions. 

Official UW Title (Code) / Job Description  Administrative Assistant I AD001  

QUALIFICATIONS 

Minimum / Required  

High school diploma or equivalent. 

Experience in supporting an office with a variety of stakeholders 

Highly Desired/Preferred  

Excellent verbal and written communication skills. 

Excellent interpersonal and customer service skills  

Excellent judgment including sensitivity to personal and confidential information. 

Basic computing skills, including familiarity with desktop hardware and proficiency in standard business software programs and the Internet.  Skills in Microsoft Excel are valued. 

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

Good work habits, such as attendance, punctuality, prioritization, 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. 

Capacity for planning and organization with attention to detail. 

Efficiency oriented with a desire to streamline work processes. 
 

RESPONSIBILITIES  

Academic support for School of Art & Design (40% of position duties) 

Organize the BFA Mid-Program Reviews. 

Assist with the Bud & Betty Micheels Student Artist-in-Residence Program. 

Assist the Special Event Committee with the SOAD Speaker Series. 

Coordinate and execute card access requests for student access to the School of Art & Design facilities in the following buildings: Applied Arts, Micheels Hall, CommTech, and Harvey Hall (Theater). 

Assist the Program Office Administrative Assistant III, as needed, in answering student questions about their program plans. 

Query the student database to provide information to program directors regarding current and projected enrollment numbers. 

Academic support for current School of Art & Design BS programs and other programs in the College of Arts and Human Sciences (40% of position duties) 

Provide program-specific information to program directors, department chairpersons, administrative staff, faculty, students. 

Use appropriate software and campus systems (i.e., Excel, Peoplesoft, Access Stout, UWBI) to obtain student data as requested and update student information for program directors. 

Assign student advisors and coordinate advising strategies with program directors. 

Assist program directors and school director in development and maintenance of marketing materials. 

Assist program directors to schedule and coordinate advisement day activities, including organizing and providing current materials and information. 

Assist program directors to schedule and make meeting arrangements for advisory committee meetings. 

Assist program directors to schedule and plan other program events as needed. 

Provide information to visiting students and parents as needed. 

Assist program directors and school director with communication with service offices on campus and to enrolled students. 

Administrative support for Pre-BFA and First-Year Experience (FYX) (15% of position duties) 

Assist the Program Office Administrative Assistant III and the Pre-BF A Coordinator, as needed, with scheduling and running Pre-BF A First-Year Experience (FYX) meetings, communications, and organizing the portfolio application process. 

Provide support to the supervisor of the Pre-BF A and Program Directors regarding data collection, aggregation, and storage. 

Other (5% of 100% of position duties) 

Assist with other project-based tasks to support the SOAD Program Office or College as assigned. 

Maintain the afterhours room occupancy spreadsheet. 

Protect the privacy of educational records following FERP A policies and procedures. 

Additional duties as necessary. 

DEPARTMENT INFORMATION  

The College of Arts & Human Sciences (CAHS) at UW-Stout is committed to providing innovative, high-quality instruction that empowers students to become lifelong learners and responsible citizens who value scholarship, diversity, and the pursuit of truth. We offer undergraduate and graduate degrees that prepare professionals to become successful and effective leaders in their discipline, improve the human condition, and meet the challenges of a changing world.  The college includes the School of Art and Design, the School of Education, and programs in Applied Social Science; Criminal Justice and Rehabilitation; Dietetics; Food Science and Technology; Health, Wellness and Fitness; Human Development and Family Studies; Professional Communication and Emerging Media; Psychology; and Rehabilitation Services. 

The School of Art & Design has over 85 faculty/staff and over 1,100 students, making it the largest public higher education art and design institution in the upper Midwest. There are seven distinct BFA programs, including Animation and Digital Media, Game Design and Development, Graphic Design and Interactive Media, Industrial and Product Design, Interior Design, Illustration, and Studio Art. The school is also home to Bachelor of Science programs in Video Production, Arts Administration and Entrepreneurship, and Fashion Design as well as an MFA program in Design and an MPS in Design, Entrepreneurship & Sustainability.  

For more information, please visit: https://www.uwstout.edu/academics/colleges-schools/college-arts-human-sciences  

APPLICATION INSTRUCTIONS 

Complete applications received by end of day, December 9, 2024 are ensured full consideration.  Applications submitted after December 9, 2024 may be reviewed at the discretion of the search committee or until position is filled. 

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

Required application materials:  

Cover letter (* See below) 

Curriculum vitae or resume 

All final candidates will be asked to provide names, email contact information, and/or phone numbers for three (3) references, with at least one being from a manager or supervisor, during the interview process. 

*Please use your cover letter to speak to each of the qualifications as applicable for this position as listed above. Describe your relevant experience, using specific examples from your work history to illustrate how your experience satisfies the requirements. 

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: Keif Oss 

Email: ossk@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: Michael Capel 

Phone: 715-232-5373 

Email: capelm@uwstout.edu 

ADDITIONAL INFORMATION  

Minimum starting salary of $16.00, commensurate with qualifications and experience.  A six-month probationary period is required.  The Universities of Wisconsin provides an excellent benefits package including participation in the Wisconsin State retirement plan, demonstrating our commitment to the diverse needs of our employees. UW-Stout is certified as a Family Friendly Workplace which recognizes market-leading employers for employee benefits and commitment to supporting children and families. 

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

To calculate the estimated value of your total compensation, use the Health & Retirement Contributions Estimator | Employee Benefits (wisconsin.edu) 

UW-Stout is committed to nondiscrimination in its employment practices and to equal employment opportunity for all persons and does not discriminate against, harass or retaliate on the basis of race, color, creed, religion, age, sex (as defined in state and federal law), sexual orientation, national origin, ancestry, disability, pregnancy, marital or parental status, genetic information, arrest record, conviction record, military service, veteran status, use or nonuse of lawful products off the employer¿s premises during non-working hours, political affiliation, declining to attend a meeting or participate in any communication about religious matters or political matters, honesty testing, or any other category protected by law.   

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. 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 and being cleared to work by the Human Resources Office.  Employment is also contingent upon the final candidate passing reference checks and an essential job function test, as applicable. The reference check process includes asking the final candidate and most recent supervisor(s) questions regarding sexual violence and sexual harassment. Final candidates with previous employment within the Universities of Wisconsin and State of WI agencies will be subject to additional reference checks.  

Official transcripts required at time of hire. 

The University of Wisconsin-Stout does not offer H-1B or other work authorization visa sponsorship 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 for maintaining 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 Universities of Wisconsin 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 

INSTITUTIONAL OVERVIEW   

University of Wisconsin-Stout, Wisconsin's Polytechnic University, offers an unmatched career-focused education that combines applied learning, theory and research with real-world experience that prepares tomorrow's leaders to drive the future of business and industry. At UW-Stout, our students do more than earn a degree--they do on day one. And we are #StoutProud to produce lifelong learners, ethical leaders and responsible citizens who succeed in a global society.