Academic Department Associate- History

University of Wisconsin Stout • La Crosse, WI

12h • Onsite

About The Position

The Academic Department Associate for the History Department provides support to faculty, academic staff, and student office workers. This role is crucial for the smooth operation of various programs including the CASSH History major (BA, BS), minors, Broadfield Social Studies (Concentrations in History, Political Science, and Sociology), International and Global Studies, and certificates (Public History and Science, Technology, and Society). The associate supports the Department Chair and affiliated programs such as National History Day, International and Global Studies, and the Oral History Program, and also supervises student workers. The academic community within the College of Arts, Social Sciences, and Humanities and School of Visual and Performing Arts is dedicated to a strong general education program, exceptional disciplinary programs, and innovative interdisciplinary and international programs that foster lifelong learning.

Requirements

• Knowledge and experience in the use of computer software including Microsoft Office Suite (i.e., Word, Excel, PowerPoint, etc.).
• Knowledge and experience in the use of e-mail (i.e. Outlook) functions including electronic calendars.
• Effective oral and written communication skills.
• Ability to coordinate projects, work independently and independently set priorities to meet the demands of the position.
• Ability to multi-task when necessary.
• Attentiveness to details and timelines/due dates despite frequent interruptions.
• Knowledge of policies, procedures, and protocols of an administrative office.
• Ability to meet and work effectively with people across multiple levels of the organization.
• Ability to work with a diverse group of people.
• Ability to use discretion and good judgment regarding confidential information.
• Ability and willingness to maintain and enhance professional competencies by participating in professional development activities related to current position responsibilities.
• Must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term.

Nice To Haves

• Advanced use of Microsoft Word, Excel, AdobePro, Concur, and Workday software.
• Knowledge and experience with web design software.
• Knowledge of budget and appropriation structure, inventory/record keeping.
• Knowledge and experience with procedures regarding purchasing, purchasing contracts, purchasing cards, and UW travel policies.
• Ability to plan, assign, and supervise the work of student workers.
• Ability to collaborate with other campus offices.
• Familiarity with administrative processes within an educational or governmental setting.

Responsibilities

• Cover receptionist responsibilities in the absence of student help.
• Provide technical support, troubleshoot and solve, when possible, Department of History copier problems, printer problems, and computer problems.
• Oversee student evaluation of instructor (SSI) process and train office staff.
• Gather information from faculty regarding textbooks and enter orders into PeopleSoft database.
• Serve as department liaison with Textbook Services, process/monitor new textbook requests, and place/monitor re-orders and reservations.
• Organize and ensure access to locked department resource room and technology stored in the department office room.
• Coordinate with the Department Chair, curriculum committee, and faculty to develop and produce the department course timetable each semester.
• Coordinate with Textbook Rental orders for course textbooks, desk copies, and maintain inventory.
• Maintain electronic records of all syllabi and public programs.
• Meet weekly with the Department Chair to review tasks, priorities, budget, and advise on developments.
• Schedule classrooms according to individual faculty needs, ADA accommodations, technology needs, classroom size, and classroom availability, and make arrangements with other departments regarding room usage.
• Monitor registration activities and inform the chair of any situations that require attention.
• Staff the department office during Student Advising Registration and Transition (START).
• Administer academic department and program budgets, ensuring budget information is available to the Chair for decision-making.
• Make recommendations to the department chair regarding year-end purchases.
• Administer UWL Foundation accounts, ensuring monies are spent according to foundation guidelines.
• Process travel expense reports for individual faculty, students, and invited guests, charging expenses to appropriate accounts.
• Research and order all equipment including computers, printers, and office furniture for department offices.
• Annually update department/faculty equipment inventory.
• Assist with monitoring budget, cost effectiveness, and use of copiers/printers for the Department of History and its affiliates.
• Assist Search and Screen Committee Chairs with HR to ensure appropriate documents are uploaded and coordinate on-campus interviews.
• Process and follow up on confidential unclassified positions.
• Hire, train, and supervise student office employees, including establishing work schedules and duties, processing time sheets, and monitoring student employee budget.
• Assist the Department Chair with the retention, tenure, and promotion process, including setting up meetings, scheduling rooms, preparing ballots, counting ballots, maintaining records, and processing results.
• Work with the department chair, faculty members, and the Registrar’s Office on curriculum matters, preparing forms for curriculum committees and ensuring UCC-approved changes are reflected in the University catalog and handouts.
• Provide clerical support for the Directors of department-affiliated programs (National History Day, History Tutors, Oral History Program, International and Global Studies, BFSS, and faculty supervising certificates or editorial offices), including maintaining payroll forms/files, mailings, and assisting with budget monitoring.
• Provide support for faculty sponsors of departmental student organizations and student travel.
• Assist in coordinating departmental and committee meetings and other activities such as public programs, open house events, National History Day, senior student presentations, annual department retreat, and other sponsored events.
• Ensure the office is staffed and opened/closed at agreed-upon times.
• Process incoming and outgoing mail.
• Answer student questions regarding department programs and advise students or refer them to appropriate individuals/offices.
• Answer faculty questions or refer them to appropriate individuals/offices on campus.

Benefits

• Paid vacation for 12-month positions.
• Excellent flexible health insurance with low co-pays and good coverage.
• Paid holidays and sick days.
• Retirement system vesting after 5 years of employment.
• Benefits are highly competitive with local industry and some of the strongest in state and nation.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed