"Department Assistant"

Job Details

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Position Title: Department Assistant

Job Category: University Staff

Employment Type: Regular

Job Profile: Department Assistant

Job Duties: 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, working 40 hours per week during the academic year and an average of 10 hours per week during the summer. 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. 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.

Official UW Title (Code) / Job Description: AD085

Responsibilities:

• 20% Administrative Assistant to the Director of the School of Art & Design: 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.
• 70% Administrative Assistant for the School of Art & Design: 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 and coordination 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.
• 10% Shared Responsibilities with School Staff: 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.

Key Job Responsibilities: Coordinates projects and program components including, scheduling and logistics, unit workflow, and identifies areas for process improvements; Monitors the department, unit or program budget and expenses, and may assist in the development of program budget and projections; 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; Identifies, troubleshoots, and resolves problems regarding technical systems and programs related to department operations; Serves as a primary point of contact for the department; May provide operational guidance and training on day-to-day activities of student workers and program staff.

Department: The School of Art & Design has over 85 faculty/staff and over 1,300 students, making it the largest public higher education art and design institution in the upper Midwest. There are seven distinct BFA programs, including Animation and Digital Media, Game Design and Development, Graphic Design and Interactive Media, Industrial and Product Design, Interior Design, Illustration, and Studio Art. The school is also home to Bachelor of Science programs in Video Production, Arts Administration and Entrepreneurship, and Fashion Design as well as an MFA program in Design. For more information, please visit: https://www.uwstout.edu/academics/colleges-schools/college-arts-human-sciences/school-art-design

Compensation: Minimum starting salary of $18.00 hour, commensurate with qualifications and experience. A six-month probationary period is required.

Required Qualifications: High school diploma or equivalent; Experience in supporting an office with a variety of stakeholders; Excellent written and spoken communication skills.

Preferred Qualifications: 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.

How to Apply: Complete applications received by end of day, October 1, 2025 are ensured full consideration. Applications submitted after October 1st may be reviewed at the discretion of the search committee or until position is filled. To apply, click on the APPLY button or go to: https://www.uwstout.edu/about-us/careers-jobs Required application materials: Cover letter; Current resume; All final candidates will be asked to provide names, email contact information, and/or phone numbers for three (3) references, with at least one being from a manager or supervisor, during the interview process. Please use your cover letter to speak to each of the Minimum/Required Qualifications for this position as listed above. For each required qualification, describe your relevant experience, using specific examples from your work history to illustrate how your experience satisfies the requirement. It is the policy of UW-Stout to provide reasonable accommodation to qualified applicants with disabilities. If you need assistance, or accommodation in applying because of a disability, please contact us using the information below. Employment opportunities will not be denied because of the need to make reasonable accommodation for a qualified individual's disability. Contact Information: For questions regarding this position or recruitment, please contact: Search Chair: Aaron M. Durst; Phone: 715-232-1201; Email: dursta@uwstout.edu If you need assistance with the online application process or if you submitted your application prior to uploading all the required application materials, please contact: Search Coordinator: Stephanie Danielson; Phone: 715-232-1477; Email: danielsons@uwstout.edu 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. It is the policy of UW-Stout to provide reasonable accommodation to qualified applicants with disabilities. If you need assistance, or accommodation in applying because of a disability, please contact us using the information below. Employment opportunities will not be denied because of the need to make reasonable accommodation for a qualified individual's disability. The Universities of Wisconsin provides an excellent benefits package including participation in the Wisconsin State retirement plan, demonstrating our commitment to the diverse needs of our employees. Employee Benefits: https://www.wisconsin.edu/ohrwd/benefits/ To calculate the estimated value of your total compensation, use the Health & Retirement Contributions Estimator: https://www.wisconsin.edu/ohrwd/benefits/benefits-estimator/ Employment is contingent upon the final candidate’s completing a criminal background check and being cleared to work by the Human Resources Office. Employment is also contingent upon the final candidate passing reference checks and an essential job function test, as applicable. The reference check process includes asking the final candidates’ professional references questions regarding employee misconduct, sexual violence, and sexual harassment. Reference checks must be conducted at a minimum with three professional references, at least one of which must be a prior supervisor. Final candidates with previous employment within the Universities of Wisconsin and State of WI agencies will be subject to additional reference checks. In response to a public records request, the Universities of Wisconsin will not reveal the identities of applicants who request confidentiality in their online application, except that the identity of the successful final candidate will be released. See Wis. Stat. sec. 19.36(7). UW-Stout is committed to providing safety and security of all members of our community in accordance with the Clery Act. For campus safety information and crime statistics visit: https://www.uwstout.edu/life-stout/police-and-parking/clery-information EEO Statement: Qualified applicants will receive consideration for employment without regard to color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, status as a protected veteran, or other bases as defined by federal regulations and UW System policies. We are committed to building a workforce that represents a variety of backgrounds, perspectives, and skills, and encourage all qualified individuals to apply.