Department Assistant - Politics, Government, And Law/History - 21008 (Internal Only)

Department Assistant

• Politics, Government, and Law/History

• 21008 (INTERNAL ONLY)

INTRODUCTION:

The Department of Politics, Government, & Law and the Department of History at the University of Wisconsin

• Whitewater seek a Department Assistant (AD085).

This is an internal posting for current UW-Whitewater employees. Applicants who currently are not employed by UW-Whitewater in a qualifying category (USTE, University Staff, Academic Staff, Grad Assistant, Faculty, Limited) will not be considered. After review of internal applicants, the position may be opened for public application.

JOB DUTIES:

A. Serve as Administrative Department Assistant of the Departments of Politics, Government, & Law and History

• Oversee student employee(s)

• Oversee departmental communication, publications, and public relations

• Coordinate class scheduling and timetable information, and syllabi collection.

• Oversee and maintain departmental equipment, furniture, and office supplies

• Maintain the departmental record system

• Assist students with advising, class registration, course changes, and advising report updates.

• Coordinate the requests, administration, and record-keeping for all departmental surveys and documents

• Coordinate Departmental Special Events and Annual Honor/Recognition

• Assist Departmental Student Organizations

• Assist with applications for scholarships offered by the departments.

• Supervise filing of department records and maintain confidentiality.

• Coordinate collection of syllabi from faculty at the beginning of each semester. Store in "T" drive and on other campus sites.

• Maintain departmental records.

• Oversee the creation and posting of a listing of departmental personnel.

• Maintain current listing of all student majors and minors.

• Coordinate the process for student evaluation of instructors and courses.

• Make and adjust room arrangements for classes and special events sponsored by the department.

• Update department check sheets as necessary.

• Contribute to the design/maintenance of History and Political Science web pages

• Notify faculty of commencement rotation.

B. Provide Administrative and Secretarial Support to the Department Chairs and Faculty.

• Coordinate data and reports for Department Chairs

• Manage and coordinate the Search and Screen process

• Personnel Actions, Maintain confidentiality for all actions and records.

• Facilitate the preparation and dissemination of information to interested candidates. Ensure that the campus/Whitewater area folder is available at the time of candidates' interviews.

• Maintain security and confidentiality of files. Forward files to Human Resources upon completion of a search.

• Assist new faculty/academic staff in their transition to the college. Coordinate details related to the new assignment of office space, (i.e., check-ins and check-outs), and monitor key control.

• Procure office/computer equipment/furniture from authorized facilities. Arrange delivery and placement of furniture.

• Research and compile information needed by chairpersons for various reports. Prepare WORD and EXCEL documents as necessary

• Share computer knowledge with faculty and act as the liaison between faculty and the computer HELP desk.

• Initiate/supervise the process for obtaining/scoring the department Student Evaluation of Instructors Form. Provide copies for Chair, faculty, and Provost. Maintain departmental records.

• Update department check sheets for all majors and minors.

• Assist the department's assessment committee in collecting and maintaining data

• File and maintain records of assessment exams and surveys

• Assist in the hosting of meetings of department Advisory Committees and maintain records

C. Management of the Departmental Budget and Related Financial Records.

• Maintain and reconcile the Department budget. Monitor and make recommendations/offer solutions if financial problems exist.
• WISER

• Project remaining expenses and make cost projections based on researching past budgets/costs and future needs.

• Establish/maintain an accurate inventory of capital/non-capital items.

• Oversee preparation of purchase orders and travel reimbursements for Chair's signature.

• Exercise autonomy when purchasing office supplies using a department VISA card. Reconcile pro

Card statements to monthly WISER printout.

• Serve as the maintenance contract for the 5th-floor copier. Maintain service requests and supply orders.

• Manage usage and security of the departmental pro

Card.

• Monitor balances in Foundation accounts for departmental scholarships.

D. Provide Assistance to Student Majors and Minors

• Provide assistance to student major/minor students with registration procedures, including (but not limited to, releasing service indicators, and processing class permissions for students as directed by faculty. Direct and supervise all Change of Major/Minor Forms, Late Add/Late Drop requests during the semester.

• Answer questions via telephone, email, or face-to-face contact regarding the various majors/minors offered by the department.

• Assign an advisor as new students declare a department major.

• Maintain application information on various scholarships offered by the department.

• Monitor department scholarship applications; update the department web page with the newest information on scholarship eligibility and applications

E. Organize and Perform Miscellaneous Clerical Tasks for Departments

• Greet visitors, provide information, accept and relay messages, and refer to appropriate faculty or office.

• Independently responsible for the operation of and training on the departmental computers.

• Independently order/receive all necessary office supplies. Reconcile monthly and report to Chairs.

• Participate in decisions for the physical needs of the department.

• Maintain contact and serve as the liaison with other college departments, campus offices, or the general public in coordinating departmental functions and providing new information.

• Attend pertinent meetings, workshops, and seminars relevant to the enhancement of job performance as time permits.

QUALIFICATIONS:

Minimum Qualifications:

• 6 months of experience providing administrative support

• Proficiency in Microsoft Office products (Word, Outlook, Excel, PowerPoint)

• Excellent communications skills, both verbal and written

Desired Qualifications:

• Demonstrated experience in a higher education setting
• A working knowledge of UW-System and UW-Whitewater policies and procedures

Knowledge Skills & Abilities

• Extensive knowledge of various uses of computer applications such as spreadsheets, databases, and word processors. The tools include Windows operating system, Microsoft Office, Excel, Calendar, and web tools.

• General knowledge of office policies, practices, and procedures.

• Ability to type 55 wpm and excellent 10-key skills.

• Basic accounting knowledge.

• Effective interpersonal skills and ability to establish positive interaction with a variety of people.

• Effective problem-solving techniques and decision-making skills in difficult situations.

• Excellent written and oral communication skills.

• Effective office management skills.

• Ability to exercise considerable independent judgment and attention to detail.

• Excellent organizational skills and the ability to prioritize and organize a variety of activities and projects simultaneously.

• The ability to delegate work to appropriate staff, such as student employees. Knowledge of basic supervisory techniques in order to monitor and evaluate work and provide information for performance evaluations.

• Knowledge of effective customer service practices and the ability to provide accurate and efficient service to staff, clients, other campus personnel, the general public, and vendors.

• Must possess customer service skills.

• Ability to lift 40 pounds.

• May require working additional or flexible hours as needed.

• Ability to interact respectfully with people from diverse socioeconomic, cultural, and ethnic backgrounds

• Willingness and ability to be an active participant in following applicable safety rules and regulations including necessary training and drills.

UNIVERSITY INFORMATION:

UW-Whitewater is a thriving public university located in southeastern Wisconsin. It leads the way in providing world-class, affordable higher education programs to more students than neighboring regional comprehensives in the University of Wisconsin System. A collaborative team of 1,300 faculty and staff are devoted to the success of the university's 11,000 students at its main and Rock County campuses. The team provides high-impact practices and academic programs - online and in person - from associate to doctoral levels. Recognized nationally for affordability, inclusion, and career development, UWW has approximately one-third first-generation students and boasts strength in many areas, especially business and education. The campus and community embrace the Warhawk Family spirit, supporting the university's arts and nationally recognized NCAA Division-III level championship athletics. As a proud institution of access, more than 10 percent of undergraduate students use the acclaimed Center for Students with Disabilities - a priority mission since the 1970s.

UW-Whitewater's campuses are located centrally near Milwaukee, Madison, and Chicago, offering easy access to the cultural and commercial opportunities of major metropolitan areas. Near both Lake Geneva and the Wisconsin Dells, the area attracts numerous visitors from across the country. Whitewater is a vibrant college community near the Kettle Moraine State Forest offering area residents seasonal outdoor enjoyment. The nearby Rock County campus is located in Janesville, a town of 60,000 located on the Rock River and known as Wisconsin's Park Place.

Belonging and mattering are central to the university's culture, and UW-Whitewater strives to maintain an environment where individual and collective efforts are valued and celebrated. The University of Wisconsin-Whitewater is an Equal Opportunity and Affirmative Action Employer, and actively seeks and encourages applications from women, people of color, persons with disabilities, and veterans.

ORGANIZATION INFORMATION:

The University of Wisconsin-Whitewater is part of the 13-campus University of Wisconsin System (https://www.wisconsin.edu).

Wisconsin Statute 19.36(7)(b) provides that applicants may indicate in writing that their identity should be kept confidential. In response to a public records request, the University will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful final candidate will be released. See Wisconsin Statute 19.36(7)(a).

Per Regent Policy Document 20-19, University of Wisconsin System Criminal Background Check Policy and UW System Administrative Policy 1275 Recruitment Policies, UW-Whitewater requires criminal background checks as a contingency to employment. A criminal background check will be conducted prior to an offer of employment. All final candidates must be asked, prior to hire, whether they have been found to have engaged in, are currently under investigation for, or left employment during an active investigation in which they were accused of sexual violence or sexual harassment. When obtaining employment reference checks, these same sexual violence or sexual harassment questions must also be asked.

The University of Wisconsin-Whitewater requires that all employees be active participants in following applicable safety rules and regulations including necessary training and drills.

For UW-Whitewater Campus safety information and crime statistics/annual Security Report, see Annual Security and Fire Safety Report. If you would like a paper copy of the report please contact the UW-Whitewater Police at 262-472-4660.

COMPENSATION AND BENEFITS:

Well-qualified candidates can expect a starting hourly wage commensurate with the candidate's education, related experience, and qualifications.

UW System employees receive an excellent benefit package. To learn more about the UW System's comprehensive benefit package, review the UW System Employee Benefits Brochure.

CONDITIONS OF APPOINTMENT:

University of Wisconsin-Whitewater does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources. UW-Whitewater is not an e-verify employer, therefore STEM extensions are not options for work authorization.

TO ENSURE CONSIDERATION:

Applications received by July 4th, 2024, are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. The most qualified applicants will be invited to participate in the next step of the selection process.

If you have questions regarding this recruitment or if you are unable to complete the application online due to a disability or system problem, please contact us at (262) 472-1024 or hr@uww.edu .

For questions regarding this position, please contact:

Edward Gimbel

262-472-1532

gimbele@UWW.edu

HOW TO APPLY:

Only complete application packages will be considered. This includes online submission of the following documents:

• Cover Letter

• Resume

• Name and contact information for three professional references

This Job ID is 21008.

Application Links:

A current employee of the University of Wisconsin System, click here:

UW-Whitewater Internal Applicants

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