Administrative Assistant III

Graduate Policy Coordinator Position Number 02219101 Division Office of Research & Graduate School Department B340100 GRAD RESEARCH VICE PROVOST OFF Position Type University Staff Appointment Type Ongoing/Probationary Pay Basis Annual Salary Grade 18 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 Graduate School is an administrative office that supports a wide range of functions related to graduate education across UWM. The Graduate School:

• Manages graduate student admissions, matriculation, and graduation

• Manages processing of cases of graduate student academic misconduct, dismissals, and appeals

• Supports development and implementation of campus policies governing Graduate academic programs and students

• Supports governance committees that develop graduate policies, review and approve curriculum, and conduct periodic program reviews

• Supports the review and awarding of fellowships managed by the Graduate School

• Supports graduate student recruitment and retention efforts

Job Summary

Reporting to the Associate Dean of the Graduate School in support of the Dean, the incumbent will collaborate with relevant Graduate School unit leaders, and relevant campus partners in coordinating business relating to graduate program and student policies and misconduct/appeals. As the primary administrative support staff for the Graduate Faculty Committee, the incumbent facilitates creation, updates, implementation and interpretation of graduate policies, including transmittal to the Faculty Codification Committee and the Faculty Senate. The incumbent will also support the Dean and Associate Dean(s) with academic appeals, academic dismissals, academic misconduct cases, and graduate assistant employment grievances. The incumbent will provide selected administrative support related to Fellowships processes (enrollment verification, third party payment processes). In support of overall office function, as needed the position will provide backup for governance and administrative functions in the following areas: fellowships, curriculum, program reviews, and graduate student travel.

Graduate Policies Coordinator 40%

• Provide Graduate School administrative support to the UWM Graduate Faculty Committee (GFC)

• Coordinates Graduate School functions relating to the business of GFC, including the development and implementation of schedules and drafting and finalizing of relevant documentation (e.g. meeting agendas/minutes, meeting materials, annual reports, policy documents etc.). Meets monthly with the Chair of GFC and the Dean to develop agenda items for upcoming meetings.

• Supports GFC and its working groups in creating, updating, implementing and interpretation of UWM graduate policies, including transmittal to the Faculty Codification Committee and the Faculty Senate. Conducts research for committee actions and deliberations. Facilitates transmission of policy change recommendations to Provost.

• Liaise with Graduate Education staff, Governance Committee Chairs, graduate program faculty, Registrar's Office, the Provost's Office, the Office of the Secretary of the University, and other relevant offices as needed to ensure that all governance business is conducted in an efficient, timely, and professional manner.

• Provide administrative support to the Graduate School Dean and Associate Dean, with coordinating graduate faculty governance, Student Association, and other pertinent Graduate School activities (e.g., ensure that committees have appropriate representation)

• Serve as the primary contact for graduate policy questions, and assist UWM faculty, staff and students with interpretation of routine policy questions and policy administration to ensure correct and consistent use and application. Escalate complex policy questions/issues to the Associate Dean and Dean.

• Develop and maintain Graduate School guidance to campus (e.g., Graduate Assistant Handbook, Graduate Representative and Support Handbook, Graduate School Handbook, other web-based information about UWM GS-related policies and procedures) including communication with Business & Financial Services (BFS), Human Resources (HR), the Center for International Education and any other campus entities to ensure up-to-date information.

• Update and distribute Teaching/Research/Project Assistantship Contract templates and coordinate with the Graduate School's web support to update related web information.

• Support communication with GFC and Graduate Programs regarding changes to or clarifications of policies and procedures.

Academic Appeals, Dismissals, Misconducts and Labor Grievances 30%

Liaises with Graduate School Dean, Associate Dean, Graduate Scholastic Appeals Committee (GSAC), and UWM Dean of Students Office as needed on academic misconduct cases from initial inquiry/intake to final decision.

• Supports the GSAC with academic misconduct hearings.

• Collaborates with UWM Deans to secure college faculty representation on GSAC, and with the UWM Student Association (SA) to fill student vacancies on GSAC.

• Provides guidance to graduate students and faculty about appeals and misconduct processes.

• Supports the Graduate School Dean and Associate Dean on academic dismissal cases.

• Supports the Graduate School Dean and Associate Dean with academic appeals.

• Liaises with HR and the UWM SA to support the Graduate School Dean and Associate Dean with graduate assistant employment grievances.

• Maintains both confidential and public records for the completed and pending cases. Produce annual reports for the Dean.

• Collaborates with The Graduate School's Information Technology & Analysis (ITA) Office to update processes and related information for academic appeals, academic dismissals, and academic misconducts on the Graduate School website.

• Ensures that public-facing information about appeals, dismissals, misconducts, and labor grievances reflects current policy and procedures.

• Coordinates with the Dean's Administrative Specialist to distribute student letters

Fellowships processes administrative support 25%

• Verifies enrollment status of students awarded Fellowships and communicates with Fellowships Coordinator about any student communication needed.

• Coordinates with Financial Aid and HR regarding third party payment.

• Conducts necessary transcript uploads during the Fellowship application process.

Special Initiatives as Assigned by Dean and Associate Dean 5%

Minimum Qualifications

• Evidence of experience in an administrative/clerical role, or formal education for such a role.

• Experience with business productivity software and applications.

• Minimum of one year administrative/office experience

Preferred Qualifications

• Bachelor's degree, or higher

• Three or more years in a professional/administrative role, with experiences that are portable to a graduate school environment

• Experience with, or working knowledge of, graduate education

• Experience with development and implementation of UWM or Higher Education Policy and Procedures (e.g., policy knowledge, understanding of governance, policy interpretation)

• Evidence of experience drafting professional correspondence (e.g. memos, letters, meeting minutes, and other official documents, etc.)

• Evidence of experience working with, and/or supporting a variety of constituencies (e.g., students, faculty, administrators)

• Evidence of experience working with, and maintaining, confidential information

• Evidence of success working in collaborative environments (e.g., participating in and coordinating collaborative projects)

Target Salary Range $32,000 - $52,600 (Final salary offer will be determined on knowledge and experience as it relates to the position.) 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

Interested applicants are required to apply online and provide:

• A cover letter addressing your education/experience as it applies to all minimum and any preferred qualifications
• A resume
• A document listing the names and contact information for three professional references. Include contact information to include telephone number and email address

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

Application Deadline 05/05/2024 Continuous (Open Until Filled?) No If Continuous, Initial Review Date Position Contact Name Nicole Thompson Contact Phone 4142515223 Contact Email thomp858@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 Admissions, 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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