Department Assistant

　　Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening. To apply for the position, please click the Apply for this Job link/button.

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　　Please see Special Instructions for more details.

　　Applicants are required to apply online. UWRF will not consider paper, emailed or faxed applications.Applicants will be required to provide:

　　• Resume;

　　• Cover letter addressing how your education and experience relate to the responsibilities and knowledge, skills, and abilities as outlined in the job posting;

　　• Names, addresses, telephone numbers, and e-mail addresses of three references who can specifically comment on your professional & relevant work experience.

　　A criminal background check will be completed on final candidates. It will also require you and your most recent employer to answer questions regarding sexual violence and sexual harassment. The minimum starting pay rate is $18.00 per hour. A six-month probationary period is required.

　　Employees receive excellent benefits including exceptionally low-cost comprehensive health, dental and vision benefits; employer match of Wisconsin Retirement System contributions of 6.75%; 212 hours of paid leave per year in addition to paid sick leave. To learn more about our benefits, go to https://www.wisconsin.edu/ohrwd/benefits/download/univstaff.pdf.

　　Deadline to Apply: Initial review of applications will begin upon receipt. For full consideration, applicants should submit all required materials by February 4, 2024.

　　Inquiries should be addressed to Satomi Shinde at [email protected].

　　UW-River Falls does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources at 715-425-3221.

　　Posting Details

　　Position Information

　　UW - System Position Title Department Assistant

　　Business Title

　　Major Department Code Teacher Education (J113000)

　　Appointment Type University Staff-Permanent

　　FLSA Status Non Exempt

　　FTE (Percentage of Appointment) 100

　　Typical Working Schedule

　　12 months, Monday – Friday, 7:45am-4:30pm

　　Hybrid or On Campus On Campus

　　Position Summary

　　The person in this position reports directly to the Chair of the Teacher Education Department ( TED ), providing administrative support for the chair and assistance to the faculty and staff in the department. Day-to-day tasks require a working knowledge of university, college and department policies with regard to class schedules, faculty load, student employees, budget and allowable spending. The Department Assistant is the first point of contact for the general public, students, school partners and other campus offices and units. Professionalism, discretion, and leadership qualities are required to perform duties with minimal supervision.

　　Responsibilities

　　Serves as a primary point of contact for the department

　　Provide competent, professional, and courteous public presence for the department, its faculty, and its programs

　　Act as liaison between the Department Chair, academic staff, faculty, student workers, administrators, university staff, students and the public

　　Answer telephone inquiries or route callers to appropriate personnel

　　Deliver messages and information in a timely and reliable manner

　　Work with web authors to update and maintain TED website

　　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

　　Maintain department files for course proposals, official syllabi, student evaluations, and communication

　　Provide assistance to the Department Chair, Faculty and Graduate Program Coordinators on policies and procedures pertaining to allowable spending, purchasing, travel and other institutional structures

　　Schedule and attend department meetings (distribute agendas, record minutes) and other meetings as needed

　　Evaluate, recommend and implement policies, procedures and guidelines to insure maximum efficiency, creativity, and confidentiality in the department office

　　Under the direction of the Department Chair and Program Coordinators, assist in collection and submission of required documentation for accreditation reports, program reviews, and other campus assessments

　　Make informed decisions within the scope of assigned responsibility

　　Coordinates projects and program components including, scheduling and logistics, unit workflow, and identifies areas for process improvements

　　Class schedule submissions and changes; faculty load reports

　　Campus reservations

　　Coordinate activities associated with ARTed Space

　　Provide assistance to Department Chair in overseeing the COST (Consortium of Overseas Student Teaching) program

　　Identifies, troubleshoots, and resolves problems regarding technical systems and programs related to department operations

　　Academic department liaison with Department of Technology Services for classroom and office technology

　　Monitors the department, unit or program budget and expenses, and may assist in the development of program budget and projections

　　Periodic reconciliation of fiscal transactions with spending reports and receipts

　　Manage office and classroom supply inventories

　　Request expense and/or budget transfers when necessary

　　Advise department chair of expected and anticipated spending impact on department balances

　　Maintain expense files for special course fee ( SCF ) departments; prepare SCF forms

　　May provide operational guidance and training on day-to-day activities of student workers and program staff

　　Ad hoc faculty hires; assessing and assigning office space and equipment

　　Facilitate the hiring, scheduling and supervision of student employees

　　Help all faculty and staff keep current with policies

　　Funding requests

　　Travel/Expense reimbursement requests

　　Ordering office supplies

　　Submission of work orders

　　Knowledge Skills and Abilities

　　Knowledge of administrative activities in a complex, multifaceted, and fast-paced, office setting

　　Competence with relevant and current computer and software applications (with willingness and ability to receive training when necessary)

　　Ability to maintain confidentiality with sensitive issues concerning students, faculty and staff

　　Willingness to gain knowledge of, and then implement and monitor budget policies and procedures

　　Effective interpersonal, written, and oral communication skills

　　Ability to work independently and creatively while exercising discretion and judgment

　　Ability to organize, delegate and prioritize work, and discriminate between independent decisions-making opportunities while seeking advice and counsel of supervising authorities

　　Posting Detail Information

　　Posting Number USH00300

　　Number of Vacancies 1

　　Desired Start Date

　　Position End Date (if temporary)

　　Open Date 01/22/2024

　　Closing Date

　　Applicant Review Date 02/05/2024

　　Open Until Filled Yes

　　Special Instructions to Applicants

　　Applicants are required to apply online. UWRF will not consider paper, emailed or faxed applications.Applicants will be required to provide:

　　• Resume;

　　• Cover letter addressing how your education and experience relate to the responsibilities and knowledge, skills, and abilities as outlined in the job posting;

　　• Names, addresses, telephone numbers, and e-mail addresses of three references who can specifically comment on your professional & relevant work experience.

　　A criminal background check will be completed on final candidates. It will also require you and your most recent employer to answer questions regarding sexual violence and sexual harassment. The minimum starting pay rate is $18.00 per hour. A six-month probationary period is required.

　　Employees receive excellent benefits including exceptionally low-cost comprehensive health, dental and vision benefits; employer match of Wisconsin Retirement System contributions of 6.75%; 212 hours of paid leave per year in addition to paid sick leave. To learn more about our benefits, go to https://www.wisconsin.edu/ohrwd/benefits/download/univstaff.pdf.

　　Deadline to Apply: Initial review of applications will begin upon receipt. For full consideration, applicants should submit all required materials by February 4, 2024.

　　Inquiries should be addressed to Satomi Shinde at [email protected].

　　UW-River Falls does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources at 715-425-3221.

　　Legal Notices

　　EEO/AA Statement

　　UW-River Falls is an equal opportunity, affirmative action employer subject to all state and federal regulations pertaining to non-discrimination based upon sex, gender identity or expression, sexual orientation, race, color, national origin, religion, disability, marital status, age, arrest and/or conviction record, veteran or military status. All persons, especially women, minorities, veterans, and persons with disabilities are encouraged to apply.

　　Employment is subject to federal laws that require verification of your identity and legal right to work in the United States as required by the Immigration Reform and Control Act.

　　Confidentiality of Applicant Materials

　　The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the final candidates may be released. See Wis. Stat. sec. 19.36(7).

　　Title IX Notice

　　As required by Title IX and federal regulations, UW-River Falls does not discriminate on the basis of sex in its education programs or activities, including in admission and employment. Questions about the application of Title IX may be referred to UWRF’s Title IX Coordinator at [email protected]; the Department of Education’s Office for Civil Rights; or both. For more information, please see uwrf.edu/titleIX.

　　Annual Security and Fire Safety Report (Clery Act)

　　The Annual Security and Fire Safety Report, which includes statistics about reported crimes and information about campus security policies can be viewed at https://www.uwrf.edu/Police/Annual-Security-Report.cfm or call University Police at 715-425-3133 for a paper copy.

　　Criminal Background Check and Reference Check Policy

　　Employment will require a criminal background check. It will also require you, your most recent employer, and all previous UW System institution and State of Wisconsin agency employers from the past seven (7) years to answer questions regarding sexual violence and sexual harassment per UW System Administrative Policy 1275.

　　Other Notices

　　Supplemental Questions