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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 (hereafter referred to as “School”)

• 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:

Compensation:

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

Required Qualifications:

Preferred Qualifications:

How to Apply:

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 | Employee Benefits (wisconsin.edu)

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.