Department Assistant

UW - System Position Title Department Assistant Business Title Major Department Code Teacher Education (J113000) Appointment Type University Staff-Permanent FLSA Status Non Exempt FTE (Percentage of Appointment) 100 Typical Working Schedule

12 months

Monday - Friday 7:45 am-4:30 pm

Hybrid or On Campus On Campus Position Summary

The person in this position reports directly to the Chair of the Teacher Education Department (TED), providing administrative support for the chair and assistance to the faculty and staff in the department. Day-to-day tasks require a working knowledge of university, college and department policies with regard to class schedules, faculty load, student employees, budget and allowable spending. The Department Assistant is the first point of contact for the general public, students, school partners and other campus offices and units. Professionalism, discretion, and leadership qualities are required to perform duties with minimal supervision.

Responsibilities

Serves as a primary point of contact for the department

• Provide competent, professional, and courteous public presence for the department, its faculty, and its programs

• Act as liaison between the Department Chair, academic staff, faculty, student workers, administrators, university staff, students and the public

• Answer telephone inquiries or route callers to appropriate personnel

• Deliver messages and information in a timely and reliable manner

• Work with web authors to update and maintain TED website

Develops, implements, and maintains methods and organizational systems directed at the maintenance of electronic/physical records related to department operations according to established policies and procedures

• Maintain department files for course proposals, official syllabi, student evaluations, and communication

• Provide assistance to the Department Chair, Faculty and Graduate Program Coordinators on policies and procedures pertaining to allowable spending, purchasing, travel and other institutional structures

• Schedule and attend department meetings (distribute agendas, record minutes) and other meetings as needed

• Evaluate, recommend and implement policies, procedures and guidelines to insure maximum efficiency, creativity, and confidentiality in the department office

• Under the direction of the Department Chair and Program Coordinators, assist in collection and submission of required documentation for accreditation reports, program reviews, and other campus assessments

• Make informed decisions within the scope of assigned responsibility

Coordinates projects and program components including, scheduling and logistics, unit workflow, and identifies areas for process improvements

• Class schedule submissions and changes; faculty load reports

• Campus reservations

• Coordinate activities associated with ARTed Space AProvide assistance to Department Chair in overseeing the COST (Consortium of Overseas Student Teaching) program

Identifies, troubleshoots, and resolves problems regarding technical systems and programs related to department operations

• Academic department liaison with Department of Technology Services for classroom and office technology

Monitors the department, unit or program budget and expenses, and may assist in the development of program budget and projections

• Periodic reconciliation of fiscal transactions with spending reports and receipts

• Manage office and classroom supply inventories

• Request expense and/or budget transfers when necessary

• Advise department chair of expected and anticipated spending impact on department balances

• Maintain expense files for special course fee (SCF) departments; prepare SCF forms

May provide operational guidance and training on day-to-day activities of student workers and program staff

• Ad hoc faculty hires; assessing and assigning office space and equipment

• Facilitate the hiring, scheduling, and supervision of student employees

• Help all faculty and staff keep current with policies

• Funding requests

• Travel/Expense reimbursement requests

• Ordering office supplies

• Submission of work orders

Knowledge Skills and Abilities

• Knowledge of administrative activities in a complex, multifaceted, and fast-paced, office setting

• Competence with relevant and current computer and software applications (with willingness and ability to receive training when necessary)

• Ability to maintain confidentiality with sensitive issues concerning students, faculty and staff

• Willingness to gain knowledge of, and then implement and monitor budget policies and procedures

• Effective interpersonal, written, and oral communication skills

• Ability to work independently and creatively while exercising discretion and judgment

• Ability to organize, delegate and prioritize work, and discriminate between independent decision-making opportunities while seeking advice and counsel of supervising authorities

Posting Detail Information

Posting Number USH00306 Number of Vacancies Desired Start Date Position End Date (if temporary) Open Date 06/13/2024 Closing Date Applicant Review Date 06/27/2024 Open Until Filled Yes Special Instructions to Applicants

Applicants are required to apply online. UWRF will not consider paper, emailed or faxed applications. Applicants are required to provide:

• Resume

• Letter of interest specifying qualifications and experience (cover letter)

• Names, addresses, telephone numbers and email addresses of at least three references who can specifically comment upon your experience and professional preparation (references)

Inquiries should be addressed to:

Satomi Shinde

Department Chair

satomi.shinde@uwrf.edu

Deadline to Apply: Initial review of applications will begin upon receipt. For full consideration, applicants should submit all required materials on or before June 26, 2024.

The pay rate is $19 per hour.

A six-month probationary period is required.

Employees receive excellent benefits including exceptionally low-cost comprehensive health, dental and vision benefits; employer match of Wisconsin Retirement System contributions of 6.90%; attractive amount of paid leave per year in addition to paid sick leave. To learn more about our benefits, go to

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

UW-River Falls 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 at 715-425-4941.

Legal Notices

EEO/AA Statement

UW-River Falls is an equal opportunity, affirmative action employer subject to all state and federal regulations pertaining to non-discrimination based upon sex, gender identity or expression, sexual orientation, race, color, national origin, religion, disability, marital status, age, arrest and/or conviction record, veteran or military status. All persons, especially women, minorities, veterans, and persons with disabilities are encouraged to apply.

Employment is subject to federal laws that require verification of your identity and legal right to work in the United States as required by the Immigration Reform and Control Act.

Confidentiality of Applicant Materials

The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the final candidates may be released. See Wis. Stat. sec. 19.36(7).

Title IX Notice

As required by Title IX and federal regulations, UW-River Falls does not discriminate on the basis of sex in its education programs or activities, including in admission and employment. Questions about the application of Title IX may be referred to UWRF's Title IX Coordinator at titleix@uwrf.edu; the Department of Education's Office for Civil Rights; or both. For more information, please see uwrf.edu/titleIX.

Annual Security and Fire Safety Report (Clery Act)

The Annual Security and Fire Safety Report, which includes statistics about reported crimes and information about campus security policies can be viewed at https://www.uwrf.edu/Police/Annual-Security-Report.cfm or call University Police at 715-425-3133 for a paper copy.

Criminal Background Check and Reference Check Policy

Employment will require a criminal background check. It will also require you, your most recent employer, and all previous UW System institution and State of Wisconsin agency employers from the past seven (7) years to answer questions regarding sexual violence and sexual harassment per UW System Administrative Policy 1275.

Other Notices