"Academic Department Associate (Public Health & Community Health Education)"

Job Details

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Position Title: Academic Department Associate (Public Health & Community Health Education)

Job Category: University Staff

Employment Type: Regular

Job Profile: Department Assistant

Job Duties:

Position Summary Statement

Reporting directly to the Chair of the Department of Public Health & Community Health Education, this position provides administrative support to the Department.

The Academic Department Associate (ADA) exercises discretion and independent judgment in matters of significance to the operations of the Department and is delegated responsibility for the administrative matters internal or external to the Department. Independently and with minimal supervision, the ADA is responsible for administrative support in the following areas: policies and procedures, budgets and expenses, class scheduling and enrollment, and ongoing day-to-day operations of the Department. The ADA may be responsible for coordinating, training and supervising student workers within the Department. Support for all students, faculty, and staff members within the Department is expected. The typical schedule for an ADA is 7:45-4:30, Monday through Friday. Candidates should be prepared to sit at a computer for extensive periods of time.

Essential Job Functions and Responsibilities: What major duties are required for the position? Include fiscal and supervisory responsibilities.

Budget and Records Management (20%):

• Manage the department’s financial transactions in consultation with the department chair.
• Maintain control of the usage and tracking of the department’s procurement card(s) and reconcile monthly billing statements.
• Oversee all accounts, including grants, graduate school revenue, and faculty start-up funds.
• Establish and/or maintain proficiency with the software associated with spreadsheets and budgeting software.

Registration/Curriculum Management for the Departments (30%):

• Assist Chair in creating the class schedule and scheduling classrooms for the semester in response to various parameters, i.e. room availability, course conflicts, faculty schedules, enrollment management, etc.
• Identify and verify which course materials are required for courses each semester and that quantities are available. Serve as liaison to textbook rental and bookstore, including assisting faculty with ordering course materials.
• Serve as the departments’ liaison for the administration of the student learning environment surveys.
• Establish and/or maintain proficiency with the software associated with classrooms, course materials, curricular and catalog changes, and development.

Office Management and Administrative Support (30%):

• Represent and act as the first point of contact for the Department of Public Health & Community Health Education.
• Serve as a resource for faculty, staff, and students regarding university rules, regulations, policies, forms, and procedures.
• Manage the departmental offices, including processing mail and ordering supplies.
• Make arrangements for meetings, lectures, interview candidates, workshops, and department events.
• Assist faculty with their service obligations related to their university roles (second to primary support for teaching and scholarship).
• Assist with the collection of information/data for departmental reports and Promotion, Retention and Tenure committee as needed.
• Assist with collection of information/data for national accreditation reports as needed.
• Manage and coordinate other office activities as they relate to departmental faculty/staff, including travel.
• Assist chairs of Search & Screen Committee with work related to the recruitment of faculty/academic staff members. Keep appropriate documentation of budgetary needs during the hiring process. Assist in the orientation of new faculty and staff to the department and division.

Supervision of Student Worker(s) (5%):

• Hire, train, schedule tasks/hours, and supervise student workers.
• Verify and submit hours on the appropriate software and review the budget regularly.

Miscellaneous (15%):

• Assist faculty, in collaboration with the department chair, in numerous areas associated with instruction and creativity, and scholarship including scheduling rooms, computers/software requests, grant support, etc.
• Establish and maintain departments’ files.
• Assist with department events and public relations by updating the web site, brochures, etc.
• Other duties as assigned by supervisor.

Information about the Department:

The Department of Public Health & Community Health Education (PHCHE) houses two programs: an undergraduate Bachelor of Science in PHCHE and an online Master of Public Health program. The B.S. program was the first in the nation to be accredited through the Council on Education for Public Health (CEPH). Our mission is to prepare leaders in school, community, and public health through the bridging of competency and standards-based education, scholarship, advocacy, and service-related endeavors, thereby contributing to healthier people and healthier communities. We maintain strong ties to community partners both locally and regionally through our unique preceptorship capstone experience, completed by our students in their final semester. Students thrive in the program because of our commitment to excellent pedagogy, strong relationship building, and professional development.

Key Job Responsibilities:

• Serves as a primary point of contact for the department
• 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
• Identifies, troubleshoots, and resolves problems regarding technical systems and programs related to department operations
• Monitors the department, unit or program budget and expenses, and may assist in the development of program budget and projections
• May provide operational guidance and training on day-to-day activities of student workers and program staff

Department: Public Health & Community Health Education

Compensation: $33,814 / year

Required Qualifications:

• Minimum of high school diploma.
• Administrative support experience.
• Demonstrated experience in the use of software including Microsoft Office Suite, email, and electronic calendars.
• Demonstrated bookkeeping experience, especially pertaining to budget, travel, and procurement records.
• Demonstrated ability to communicate clearly, respectfully, and effectively in face-to-face, oral, written, and electronic forms.
• Excellent organizational, time management, and multi-tasking skills with an attention to detail despite frequent interruptions.
• Demonstrated ability to work independently and collaboratively.
• Demonstrated ability to use discretion and good judgment regarding confidential information.

Preferred Qualifications:

• 3+ years administrative support experience.
• Experience in higher education, particularly in the UW system.
• Bachelor’s or Associates’ Degree
• Office management experience.
• Interest in public health and community health education
• Proficiency with software and web-based applications, Office 365 and UW System utilized software (including Canvas)
• Proficiency with social media
• Proficiency in basic graphic design and newsletter creation
• Knowledge of budget and appropriation structure, inventory/record keeping.
• Knowledge of and experience with procedures regarding purchasing, purchasing contracts, and purchasing cards.
• Ability to plan, assign, and supervise the work of others (student supervision).
• Willingness to maintain and enhance professional competencies by participating in professional development workshops, seminars, and training sessions, related to current position responsibilities.
• Ability to meet and work effectively with people across multiple levels of the organization.

How to Apply: Provide cover letter and resume

Contact Information: Sarah Pember spember@uwlax.edu

Special Notes: Application deadlines, TO ENSURE CONSIDERATION: Priority consideration is given to those candidates who apply by the listed ‘First Review Date’. Applications received after that date may be considered at the discretion of the search committee. Application materials will be evaluated, and the most qualified applicants will be invited to participate in the next step of the selection process. Incomplete and/or late application materials may not receive consideration. If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact the Office of Human Resources.

Confidentiality of Applicant Materials, CBC & Reference Check Policy, Annual Security and Fire Safety Report (Clery Act), INFORMATION ABOUT YOUR BENEFITS, EEO Statement