Department Assistant - Art and Design

Universities of Wisconsin•Whitewater, WI

1d•Onsite

About The Position

The Department of Art and Design in the College of Arts and Communication at the University of Wisconsin-Whitewater seeks a Department Assistant (AD085). This Department Assistant will coordinate the Art and Design Department office and facilities; provide administrative and program support to the chair and faculty of the Department in the administrative, instructional, and professional activities of the department; and assist students. Work hours are Monday through Friday, 7:45 a.m. – 4:30 p.m.

Requirements

High school diploma
1 year of administrative assistant or related experience
Proficiency in Microsoft Office software (Word, Excel, PowerPoint, etc…)
Proficiency in quickly learning and properly utilizing current and/or new software/online interfaces respective to University, College and/or Dept. implementations and/or transitions
Willingness and ability to be an active participant in the following applicable safety rules and regulations including necessary training, drills, etc.
Ability to manage workday situations bringing about considerable multitasking needs in serving students, staff, faculty, visitors, etc.
Ability to interact respectfully with people from diverse socioeconomic, cultural, and ethnic background
Clear, effective, and respectful communication skills across written (email, etc.), voiced (phone, videoconference) and in-person modalities

Responsibilities

Serve as Office Manager for the Department of Art and Design
Assist department faculty/staff, students, and visitors
Potential to hire, train, schedule and evaluate student employees
Help to welcome and support new faculty, staff, and adjunct staff
Monitor faculty office hours to effectively transfer telephone calls and relay messages
Oversee maintenance of department records, including confidential faculty personnel files, applications for positions, student records, etc.
Order office supplies when needed or requested
Ensure all internal contact lists are up-to-date
Surplus unusable items and do work orders as needed for all office spaces in the department
Provide general information concerning Department programs and classes to students and prospective students
Correspond to emails and maintain the department email account
Attend training seminars on an ongoing basis to become more knowledgeable of University procedures
Coordinate faculty/instructors to submit their syllabi each semester
Maintain office appearance to keep organized and clean
Support chair and faculty/staff by properly using and submitting standard university forms
Sorting department and faculty/staff mail and placing mail into individual mailboxes, assisting faculty/staff with postage and mailings, and related support
Perform programmatic tasks requiring considerable initiative, judgement, and discretion
Assist students needing help registering for a class. Assistance includes, but is not limited to, helping with: late add/late drop requests, major minor forms, grade change, removing holds, and giving students permission to enroll in a class authorized by advisors
Collaborate with other departments so that the Art and Design Department participates in mutually supportive and mutually beneficial activities
Execute problem-solving practices to allow for seamless department operations on an ongoing basis
Provide related tasks as needed and as directed by Department Chair
Help coordinate schedule for department committee meetings and share meeting invitations via MS Outlook calendar invitations
Screen calls, visitors, and requests for the department
Compile information for use in departmental reports
Research and assist in preparation for specific projects before deadlines
Draft correspondences, minutes, memos, notices, announcements, and any other needed communication on behalf of the Department Chair and send to the department faculty/staff
Coordinate postings of public announcements
Keep a list of faculty/adjunct staff and their teaching loads and qualifications
Help coordinate all department events, functions, and activities, including attend department meetings and record minutes as advised by department chair
Coordinate postings of announcements, agendas, and minutes for department meetings as well as postings related to the Dept.’s program Milestones, Academic Advising, and/or in support of other processes and initiatives
Coordinate room reservations for department faculty/staff meetings
Communicate with Department Chair to meet deadlines
Coordinate requests and management for special course fees
Support the hiring process for staff, faculty, and adjunct instructors.
Oversee related travel arrangements, including flights, lodging, and transportation
Coordinate the assignment of students to advisors. Monitor the student advisor list to make sure it’s adequate
Assist search and screen committees with room scheduling, itinerary, and help with candidates’ TERs.
Follow the UW System policies
Provide support for special events, camps, conferences, and classes
Complete change of status requests for faculty/instructors
Request class climate evaluations for faculty/instructors.
Serve as the contact person to ensure online course evaluations are distributed correctly for faculty/staff
Receive and save online evaluation results in the Department T Drive
Complete hire contracts for adjuncts, instructors, and split-appointment staff
Use UW-Whitewater resources to support job functions
Complete other tasks to support faculty, staff, and students and as directed by Department Chair
Semester/term Schedule of Classes coordination with College and Registrar in WINS
Maintain and reconcile the department’s budget including services and supplies, and wages within applicable online interfaces
Prepare budget summaries, project remaining expenses and make cost projections based on researching past budgets/costs for department
Prepare and maintain documentation on an ongoing basis for all purchases during fiscal year
Monitor usage of supplies needed
Check invoices and chargeback statements to make sure they appear within applicable online interfaces
Follow all regulations using visa procurement cards
Monitor funds going in the correct org accounts
Maintain knowledge of and follow all campus policies to best benefit the department
Process reimbursement of expenses, work orders, and transfers of expenses