Department Assistant to the School of Art & Design

University of Wisconsin Stout•Menomonie, WI

8d•Onsite

About The Position

The School of Art & Design at UW-Stout seeks a dynamic team member to provide administrative support to the School of Art and Design at a twelve-month, 80% position – 32-40 hours/week during the academic year with some summer hours. The assistant works closely with the School Director to maintain calendar and School communications. This person also interacts with staff members and faculty of the school to collect and disperse information, plan projects, and organize school functions. Will work with faculty to coordinate procurement of equipment and supplies following campus policies. A strong focus on coordination and support of these diverse areas and people includes elements, such as: external/internal communications, event planning, accreditation support, coordinating internal grant application processes, managing confidential hiring processes, and general computer/electronic support for office functions. The ability to work in a dynamic office environment and complete several tasks throughout the day with attention to detail and a positive attitude are all essential. This individual works both independently and as part of a team, depending on the project.

Requirements

High school diploma or equivalent
Experience in supporting an office with a variety of stakeholders
Functional written and spoken communication skills
Excellent verbal and written communication skills.
Excellent interpersonal and customer service skills.
Basic computing skills, including familiarity with desktop hardware and standard business software programs (e.g. word processing, spreadsheets, database) and the Internet.
Adaptability to function in a dynamic environment of changing procedures, policies, and software.
Excellent judgment including sensitivity to personal and confidential information.
Good work habits, such as attendance, punctuality, prioritization, accountability, thoroughness and resourcefulness.
Capability to work independently and as part of a team environment and on collaborative efforts.
Ability and desire to work with students, faculty, and administrators.
Capacity for planning and organization with attention to detail.
Ability to use a purchase card and follow policy to purchase differential tuition items using proper university protocol.

Nice To Haves

Bachelor’s Degree
Experience in a higher education environment
3 years or more of demonstrated office experience
Proficiency in standard business software programs and the internet.
Skills in Microsoft Products are valued.
Good work habits, such as attendance, punctuality, prioritization, accountability, thoroughness, and resourcefulness.
Capability to work independently and as part of a team environment.
Capacity for planning and organization with attention to detail.
Excellent written and spoken communication skills.
Guidelines to ensure consideration: Applicants must complete all required fields and attach all required application materials. Within your cover letter address each of the Minimum/Required Qualifications specified for this position. For each required qualification, describe your relevant experience, using specific examples from your work history to illustrate how your experience satisfies the requirement.

Responsibilities

Provide support to the Director of School
Produce and coordinate written and electronic documentation required by Director.
Alert Director to personnel, facilities, and student problems.
Maintain calendars and appointments for the Director.
Coordinate logistics, authorizations, and reimbursement for travel.
Provide support for overall operations for the School
Route and maintain paperwork such as contracts, requests, and bylaws.
Work with other campus groups representing the school, such as Learning Information Technology, Campus Card Services, and Facilities.
Provide updates to external facing platforms such as the school website, brochures, and TV monitors in building.
Coordinate and take minutes for various meetings associated with the School.
Provide support for facilities requests, reservations, and work orders.
Provide support, coordination and purchasing with Differential Tuition for the School of Art & Design.
Assist with accreditation reports, communication, and site visits.
Maintain card-access requests for various entrances in the building(s).
Provide logistical and administrative support for School events (e.g., Senior Show, Fashion Without Fabric, Stout Game Expo, Unspooled Film Festival, Design Wisconsin, etc.).
Assist in recruiting/hiring of new school instructors and support staff.
All other duties as assigned by the Director.
Provides administrative assistance and makes decisions without direct supervision and with assigned authority, including extensive liaison between school director, chairs, program directors, faculty/staff, students and on/off campus departments and individuals.
Comply with recognized environmental health and safety practices.
Participate in professional development activities to keep skills up to date, including software training and workshop attendance.
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
Coordinates projects and program components including, scheduling and logistics, unit workflow, and identifies areas for process improvements
May provide operational guidance and training on day-to-day activities of student workers and program staff
Identifies, troubleshoots, and resolves problems regarding technical systems and programs related to department operations
Serves as a primary point of contact for the department
Monitors the department, unit or program budget and expenses, and may assist in the development of program budget and projections