Administrative Assistant II

Visual Arts Programs Assistant Position Number 00832455 Division College of the Arts & Architecture Department B210100 PSOA ADMINISTRATION Position Type University Staff Appointment Type Ongoing/Probationary Pay Basis Annual Salary Grade 16 FLSA Status Nonexempt Percent 100% Posting Type Staff UWM Description

The University of Wisconsin-Milwaukee (UWM) is Wisconsin's second-largest university, with a unique dual mission of access and research to provide high-quality education for students from all backgrounds. UWM is one of 146 top research universities recognized as "R1" by the Carnegie Classification of Institutions of Higher Education. Along with its main campus in Milwaukee, UWM has branch campuses in Waukesha and Washington County.

UWM celebrates, values and promotes the diverse voices and experiences of its students and employees and our community partners. We believe diversity enriches and strengthens our institution. UWM is committed to providing equitable access to opportunities for students and employees from every background. We aspire to create a campus climate that is welcoming to all. Learn more here: https://uwm.edu/diversity-equity-inclusion/about-dei/

School/College/Division Description

The Peck School of the Arts offers twenty undergraduate and graduate degree programs serving over 2,100 student majors, making it one of the largest and most comprehensive arts schools in the region. The Peck School is a vital home for the arts, presenting more than 350 events each year. Spanning both the University of Wisconsin-Milwaukee's main campus and Milwaukee's East Side, Peck School of the Arts maintains a multitude of creative maker spaces, performance halls, innovative research centers, digital labs and other facilities critical to the needs of 21st century artistic teachings and practice. Learn more here: https://uwm.edu/arts/

Job Summary

The Visual Arts Programs Assistant supports the Departments of Art & Design and Film, Video, Animation & New Genres, under the direction of the Visual Arts Programs Manager. This position is responsible for assisting in the daily operations of the academic areas with administrative tasks related to program administration. Duties are focused on correspondence and digital record keeping; the processing of personnel, academic, and financial paperwork; coordinating hourly staff appointments; and assistance with course and room scheduling. The Visual Arts Programs Assistant must be able to prioritize multiple tasks while exercising strong attention to detail; effectively communicate with faculty, staff, and students to provide general administration and program support; and apply problem-solving skills to both anticipate and react to urgent requests or necessary changes, in accordance with established policies and procedures.

Job Responsibilities:

• Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums.

• Attends all department meetings and facilitates department-wide surveys.

• Secures resources for classes, events, meetings, travel, and other Visual Arts activities.

• Serves as Schedule Builder for Visual Arts schedule of classes.

• Assists with event coordination and on-site preparation.

• Recruits and schedules figure models for Painting & Drawing courses and coordinates student appointments upon request.

• Enters or approves hours for hourly staff and assists supervisors when needed.

• Monitors and maintains digital organizational systems and manages Outlook calendars and groups.

• Uses Excel and SharePoint Lists to collect, analyze, and track program-related data and documents.

• Coordinates requests for payments and purchases, tracks expenses diligently, and maintains records for Program Manager's review.

• Corresponds with visiting artists, independent contractors, and businesses to initiate and complete payment and purchasing procedures; and performs multiple but necessary follow-ups to close outstanding requests.

Work will be performed primarily on the UW-Milwaukee campus, with requests for some remote work considered after the initial training period. Hybrid work options may be available with specifics regarding work location requirements discussed during the interview process.

This position is expected to start on July 9th, 2024.

Minimum Qualifications

• High school degree or equivalent

• At least one year of administrative experience

• Proficiency in word processing, emailing, and using spreadsheets

• Experience with web-based services for productivity (e.g., Microsoft 365, Google Drive, Dropbox)

Preferred Qualifications

• Vocational, college, or university attendance and/or degree

• Knowledge of standard office practices and procedures with strong focus on service and communication

• Familiarity with financial and purchasing practices and procedures

• Possess excellent written and oral communication skills

• Possess strong organizational and project management skills

• Evidence of ability to be flexible, creative, and adaptive in a changing environment

Target Salary Range $19 - $21 per hour. Salary will be determined by finalist's experience, training, education, and equity-based factors. Benefits and Total Rewards

As part of UWM's commitment to supporting the success of our team members through positive experiences, employees are provided with Benefits to Benefit You and Your Life. UWM offers a comprehensive benefits package and contributes towards the cost of several benefit plans. Employees with a qualifying position also receive an extensive leave package including vacation, sick leave (with no expiration), personal holiday, and paid legal holidays. Please visit this link to view summary benefits information. (Compensation figures are for example purposes only.) UWM Benefits to Benefit You and Your Life

Application Instructions

Applicants will be expected to provide:

• A Resume
• A cover letter that addresses the candidate's professional level work experience as it relates to all required and preferred qualifications.
• A list of three professional references with contact information

In instances where the Search and Screen Committee is unable to ascertain from a candidate's application materials whether they meet any of the qualifications, they will be evaluated as not meeting such qualifications.

Application Deadline 05/13/2024 Continuous (Open Until Filled?) No If Continuous, Initial Review Date Position Contact Name McKenna Knutson Contact Phone (414) 251-5784 Contact Email knutso62@uwm.edu Application Notes

For this position, applicants are required to apply online. UWM will not consider paper, emailed or faxed applications. Additionally, applicants must complete all required fields and attach any required documents. The process is complete when the message "Your application has been submitted" is displayed and you receive a confirmation number.

Legal Notices

AA/EO Statement

UWM is an AA/EO employer: All applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, sexual orientation, gender identity/expression, disability, or protected veteran status.

Reasonable Accommodations

UWM provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability, please contact uwm-jobs@uwm.edu or 414-229-4463. This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.

Confidentiality of Applicant Materials

UWM is a State agency and subject to Wisconsin's Open Records Law. UWM will not, however, reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsin's Open Records law. In certain circumstances, the identities of "final candidates" and/or the identity of the appointed applicant must be revealed upon request.

CBC and Reference Check Policy

Employment will require a criminal background check. UWM takes the prevention of sexual misconduct seriously. As such, you and your references will be required to answer questions regarding any past findings of sexual violence and sexual harassment or any pending allegations of sexual violence or sexual harassment.

Annual Security and Fire Safety Report (Clery Act)

For the UWM Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see http://www.cleryact.uwm.edu/, or call UWM's Dean of Students Office, Student Union 345 at (414) 229-4632 for a paper copy.

Employment Authorization

In compliance with federal law, all persons at the time of their start date will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

Job Categories Office, Administrative, and Clerical Support

Applicant Documents

Required Documents

• Cover Letter

• References

• Resume

Optional Documents

Posting Specific Questions

Required fields are indicated with an asterisk (*).

Department of Human Resources

2024 Board of Regents of the University of Wisconsin System

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