"Department Services Associate"

Job Details

Department Services Associate
Milwaukee, WI
Full Time
JR10005159

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Position Title:
Department Services Associate

Job Category:
University Staff

Employment Type:
Regular

Job Profile:
Administrative Assistant II

Job Duties:

The Department of English is a large, complex, vibrant, and productive workplace. It consists of twenty-four faculty, twenty-two teaching academic staff, three administrative members, and one hundred four graduate students - among the largest departments in the College of Letters & Science and largest graduate programs at UW-Milwaukee. This paraprofessional position works under the direction of the Department Chair and supervision of the Department Administrator. The position provides comprehensive administrative support to the members of the Leadership/Management Team, the Department Administrator, and other department members. They serve as the first point-of-contact for faculty and teaching faculty, students, and visitors, receiving and responding to inquiries, solving problems, and making helpful referrals. They are also a vital support in general departmental administration, assisting the Department Administrator and the Department Graduate Program Associate as needed in day-to-day operations. This position directly impacts student enrollment and student success.

Key Job Responsibilities:

15% FRONT DESK

• Answers phone calls and responds to departmental email queries, and monitors department voicemail, routing inquiries as needed.
• Helps to resolve student, faculty, and instructor queries, and provides relative course information.
• Distributes department mail daily.
• Maintains appropriate levels of office supplies.
• Liaises with other departments and programs as needed.
• Updates and oversees several department listservs.
• Facilitates conference/seminar/event room reservations.
• Orders, records, distributes, and retrieves office and classroom keys as needed.
• Assigns mailbox and office space.
• Assists in the coordination of department-sponsored events. Manages advertising of events via email, flyers, and other department media. Assists in the set-up for each presentation.
• Maintains shared areas including the lobby, lounge, mailroom, kitchen, and storage areas. Ensures printers, computers, and other necessary equipment are in working order.
• Supports Graduate Program Associate and Department Administrator as needed.
• All other duties as assigned.

10% COORDINATION OF DEPARTMENT COMMUNICATIONS

• Assist the Department Chair, Associate Chairs, and the Department Administrator in the coordination of outreach activities, including planning Department Awards Ceremony and biannual Open Houses.
• Assists the Department Chair, Associate Chairs, and the Department Administrator in planning & executing tours for visitors (e.g., prospective students & family, university officials, program collaborators, etc.)
• Reviews, coordinates and implements updates to the department website as required by the Management Team, Faculty or Department Administrator. Maintains updated links and web pages with current information, including, but not limited to the Schedule of Classes, News and Information, Alumni, etc.
• Assists faculty with design, ordering, and distribution of posters (online/on-campus) for department-hosted events.
• Collects faculty publications and presentations and sends them to the UWM Report for publication on a regular basis.
• Mails out monthly "Thank you" cards to our UWM Foundation Donors.
• Collects and processes instructor surveys to email out Student Excellence Letters biannually.
• All other duties as assigned.

10% SHARED COLLEGE OF LETTERS AND SCIENCE ADMINISTRATIVE DUTIES

• To Be Determined.

30% COMPOSITION PROGRAM AND UNDERGRADUATE STUDIES ASSISTANCE

• Generates, distributes, and records all course evaluations.
• Assists the Director of Composition in assembling, reviewing, and verifying the composition course schedules.
• Checks the pre-requisite requirements for courses and assists students needing to repeat courses, in coordination with other campus offices and according to establish procedures.
• Provides orientation information, resources, and troubleshoots issues for new instructors and graduate teaching assistants.
• Assists with Undergraduate and GER (General Education Requirements) assessments.
• Grants enrollment permission for students as directed by Composition Director, Undergraduate Studies Director, or faculty members.
• Provides up-to-date enrollment data, i.e., minors, majors, rosters, enrollment tallies, etc., to the Undergraduate Studies Director and Composition Program Director. Properly stores documents per UWM Records Management policy.
• Maintains an updated supply of recruiting materials for departmental programs, assisting with revisions and updates as requested.
• Maintains current list of departmental scholarship (graduate/undergraduate) and awards (faculty/academic staff) recipients, for use in publicity and departmental event-planning.
• Maintains a database of undergraduate students who graduate for use in alumni mailing.
• All other duties as assigned.

20% EXECUTIVE DEPARTMENT SUPPORT

• Provides executive assistance to the Undergraduate Policy Committee, Department Faculty Committee, Executive Committee, and Search committees and meetings including, but not limited to: noticing, scheduling, providing requested documentation, taking minutes, roll call, establishing a quorum, preparing ballots, and archiving of all related documents.
• Assists the Department Chair with tenure and promotion processes including communicating with external evaluators, organizing materials, and overseeing deadlines.
• Maintains and updates records of current committee assignments. Collects committee preferences annually and works alongside Chair to generate assignments.
• All other duties assigned.

15% CLERICAL OPERATIONS

• Scans, secures, organizes, and archives digital and paper records.
• Updates Department Handbook and posts to website as needed.
• Maintains detailed department records, including-but not limited to-office assignments, equipment and furniture inventories, copier codes, key/room access, course offerings, and teaching staff contact information.
• Collects, files, archives, and distributes department syllabi.
• Maintains step-by-step instructions on how to perform position duties for use in employee absence.

Department:
College of Letters & Science - Department of English

Compensation:

$22.00 - $24.00 per hour.
(Final salary offer will be determined based on qualifications and experience)

Required Qualifications:

• High school diploma or equivalent
• A minimum of one year of work experience in an office environment
• A minimum of one year of work experience with common business productivity software and applications (e.g., MS Office Suite, email, internet)
• Strong written communication skills

Preferred Qualifications:

• Associate's Degree or Bachelor's Degree
• Excellent organizational, prioritization, and business communication skills with high attention to detail
• Ability to communicate effectively with faculty, staff, students, and the public

ADDITIONAL SKILLS TO BE DEMONSTRATED AFTER DATE OF HIRE:

• Provides courteous professional customer service to campus and non-campus clientele.
• Work efficiently in a fast-paced environment with frequent interruptions.
• Learn and use various systems and technologies to execute job duties, including PAWS, PantherList, ROAR, CLSS, Qualtrics, etc.
• Can appropriately handle confidential and sensitive information, including student's records as required under the Family Education Rights and Privacy Act (FERPA).
• Knowledge of University policies and procedures regarding registration and enrollment.

OCCUPATIONAL SAFETY PERFORMANCE AND ACCOUNTABLIITY STANDARDS

• Maintain safety protocols in your work area(s). Become aware of the health and safety rules for your work area, as set forth by the Wisconsin Building Code, federal, state, and local requirements, and regulations, UWM and UW System policies and the Wisconsin Department of Safety and Professional Services, http://dsps.wi.gov/Home, as set forth on the UWM University Safety and Assurances web page, http://www4.uwm.edu/usa/safety/.
• Advise your management/supervisors of suspected or perceived risks as soon as possible, to prevent and control occupational injuries and illnesses. Follow the directives of the Department of University Safety and Assurances in correcting identified risks in a prompt and responsible manner.
• Report all accidents immediately to your supervisor.
• Use protective safety equipment, devices and tools provided.
• Complete safety training programs recommended by your supervisor or the Department of University Safety and Assurances.

WORKING CONDITIONS WHILE PERFORMING ESSENTIAL FUNCTIONS

• General office environment. Exposure to low-level noise and chemicals related to operation.

How to Apply:

Interested applicants are required to apply online a provide a cover letter and detailed resume/CV that addresses your professional level work experience as it relates to all required and preferred qualifications.

Finalist candidate(s) being considered for hire will be required to provide three professional/supervisor references through an external reference checking tool. References will not be contacted prior to candidates being notified.

In instances where the Search and Screen Committee is unable to ascertain from the candidates' application materials whether they meet any of the qualifications, they may be evaluated as not meeting such qualifications.

Contact Information:

Gianna Pacioni
HR-Coordinator
gpacioni@uwm.edu
414-251-8522

Reasonable Accommodations
Pursuant to university policy, UWM provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability, please contact uwm-jobs@uwm.edu or 414-229-4463. This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.

Confidentiality of Applicant Materials
UWM is a State agency and subject to Wisconsin's Open Records Law. UWM will not, however, reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsin's Open Records law. In certain circumstances, the identities of "final candidates" and/or the identity of the appointed applicant must be revealed upon request.

CBC and Reference Check Policy
Employment will require a criminal background check. UWM takes the prevention of sexual misconduct seriously. As such, you and your references will be required to answer questions regarding any past findings of sexual violence and sexual harassment or any pending allegations of sexual violence or sexual harassment.

Annual Security and Fire Safety Report (Clery Act)
For the UWM Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see http://www.cleryact.uwm.edu/, or call UWM's Dean of Students Office, Student Union 345 at (414) 229-4632 for a paper copy.

Employment Authorization
In compliance with federal law, all persons at the time of their start date will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

UW is an Equal Opportunity Employer
Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, status as a protected veteran, or any other bases protected by applicable federal or State law 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.