"Academic Affairs Office Coordinator"

Job Details

Salary:
Current Employees: If you are currently employed at any of the Universities of Wisconsin, log in to Workday to apply through the internal application process.

Job Category: University Staff

Employment Type: Regular

Job Profile: Administrative Assistant II

Job Summary:

The Academic Affairs Office Coordinator for the College of Agricultural and Life Sciences (CALS) serves as a first point of contact for students, campus employees, and the public connecting with the Office of Academic Affairs. This position also coordinates many of the day-to-day operations of the office and CALS Student Center in direct support of the undergraduate student experience. This includes, but is not limited to, coordinating event planning logistics for programs like the new student welcome, prospective student open house events, and commencement celebrations, office-wide purchasing and expense tracking, website maintenance, creating basic event advertising and marketing materials, managing multiple office-wide email accounts, curating the weekly undergraduate student newsletter and managing the student center reservation calendar. The Office Coordinator also assists in updating student records and supporting existing processes such as declaring student majors, monitoring and tracking curriculum changes, and scheduling academic petition meetings. The individual filling this role must work well with students and guests, faculty, staff, administrators, and community partners in a cooperative and collaborative atmosphere.

The Office of Academic Affairs serves as the academic dean's office for all undergraduate students in the college and works with departments to maintain all academic programs including graduate and undergraduate programs. CALS offers over 20 undergraduate majors, plus an undecided and exploring option, spanning a wide array of disciplines and also provides college advising services for students exploring majors and academic interests. The Office of Academic Affairs administers the college prospective student outreach and recruitment, undecided and exploratory advising services, career services, honors programs, QuickStart summer program, study abroad, scholarship programs, curriculum and advising oversight, and other academic and student affairs services. The office is a team-based environment and works in close collaboration with academic and administrative departments to serve all students through their time on campus and into future career paths.

Key Job Responsibilities:

• Proofreads and reviews documents using established standards and rubrics
• Coordinates usage of the CALS Student center, approving space reservations
• Coordinates office wide budget tracking for Academic Affairs
• Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums
• Serves as a first point of contact for individuals and groups, provides basic organizational information via phone, in person and through other communication mediums, and routes more complex inquiries to the appropriate entities
• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
• Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision

Department:

Office of Academic Affairs

Compensation:

The anticipated salary range for this position is $23.00 - $26.25/hr. However, final salary will depend on experience and qualifications. Employees in this position can expect to receive benefits such as generous vacation, holidays, and paid time off; competitive insurances and savings accounts; retirement benefits. Additional benefits information can be found at: https://www.wisconsin.edu/ohrwd/benefits/download/univstaff.pdf

Required Qualifications:

• Demonstrated strength in communication skills, both verbal and written (e.g., attention paid to language and grammar, professional emails, memos, reports to internal and external audiences; responding to inquiries from colleagues or customers; adjusting communication style as needed; attention to detail; initial point of contact for general questions and requests)
• Multicultural awareness and competence; ability to work in a diverse environment and serve students and families and community partners from a wide variety of backgrounds
• Organizational and time-management skills that include: problem-solving, multi-tasking, prioritizing, and meeting deadlines
• Works collaboratively and cultivates relationships with internal and external partners (e.g., internal colleagues at the College, faculty and staff, related and relevant positions around the university, etc.)
• Experience using computer software/programs (e.g., Zoom, Teams, and/or WebEx; word processing; spreadsheets; email programs; newsletter programs like Eloqua; Wordpress; databases, etc.)

Preferred Qualifications:

• Developing basic event marketing materials (e.g., posters, newsletters and social media posts, etc.)
• Supporting event management and implementation (e.g., ordering catering, creating and tracking invitations, etc.)

Education:

High School Diploma preferred

How to Apply:

Please note, there is only one attachment field. You must upload all your documents into the one attachment field.

• Resume (required) - Detail your educational and professional background
• Cover letter (required) – Refer to your related work experience

It’s important that your cover letter and resume reflect your experience for this position related to the Qualifications section. Your application materials will be used during our evaluation to determine your qualifications as they relate to the job. The most qualified applicants will be invited to participate in the next step of the selection process.

Finalists will be asked to provide contact information (phone and email) for three references, one of which must be a current or former supervisor. References will not be contacted without prior notice.

Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without need of employer sponsorship) on or before the effective date of the appointment. University sponsorship is not available for this position.

Contact Information:

Sonia Parker, CALS HR Generalist

608-890-2547

sonia.parker@wisc.edu