This 82% position reports to the Chair of Health Exercise Sports Management (HESM). This position functions as the sole university administrative staff in the HESM; representing two (2) B.S. majors and one (1) M.S. major. This position provides leadership and decision making in the day to day operations of the HESM Department. The position requires a comprehensive knowledge of, and ability to analyze University policies, rules and regulations relating to accounting and purchasing, instruction, course scheduling, student records, timetables, travel expense reporting, time management and record maintenance, and search and screen processes. The position also requires excellent customer service skills, basic account management, organization skills and the ability to interact and partner with university administration, faculty staff and students. Mandatory requirements include strong oral and written communication skills, good judgment and decision-making ability, exacting attention to detail and prioritization, advanced office computer skills, and the ability to handle a variety of tasks simultaneously.
ESSENTIAL DUTIES AND RESPONSIBILITIES
45% A. Administrative Program Support
- Act as confidential support staff for all actions relating to performance evaluations,
- grievances, disciplinary actions and all other personnel matters.
- Each semester input course timetable schedule. Submit the course schedule
worksheet for each term after department chair approval to Dean. Proof and review with instructors schedule after proof 1 and 2 from Registrar's office.
- Make revisions with Department Chair's approval and forward to
- Process student course evaluations every semester: Initiate forms to order
evaluation scantron sheets, prepare and distribute evaluation packets (scantron
sheets, student evaluation forms, and department instructions), transcribe all
written department comments, provide results to Department Chair for review,
and distribute results to faculty and Provost's office. Maintain copies of all course evaluations and written comments in files.
- Assist Search and Screen Committee in recruiting activities which require confidential inquiries and responses. Prepare Position Authorization Forms (PAR). Serve as support staff for the Committee. Monitor Talent Acquisition Management (TAM) to ensure all candidate that have applied for positions have submitted all required documents to receive full consideration. Notify candidates if documents
are missing. Update candidate disposition in TAM. Arrange phone interviews and reference check schedule for the Committee. Make travel and hotel arrangements for on-campus interviews. Coordinate itinerary for candidates. Prepare request for authorization to reimburse applicants for expenses related to on-campus interviews. Collect and prepare all paperwork for archiving search.
- Coordinate textbook adoptions each semester. Serve as liaison between
professors, bookstore and publishers. Notify bookstore of all changes or additions in textbook adoptions. Submit requests for exam copies of textbooks for possible future adoptions. Submit requests for instructor copy and ancillary materials from publisher.
- Assist in making catalog changes every two years on Sharepoint.
- Complete Course and Curricular Change forms, Special Topic and Special Fee forms and obtain appropriate signatures and forward to Registrar's office (they forward to Course and Curriculum Committee).
- Process all major declarations for Sport Management, Exercise Science and all certificates and make a file for students.
- Process, view and verify for completeness the following forms: Executive Actions, Fieldwork, Independent Study, Grade Change, Incomplete, Late Add/Drop, Student Credit transfer, Retroactive Credits, Internship, and Independent Study.
Disburse forms once complete to appropriate office.
- Schedule meetings of Departments and Department Executive Committees, prepare notices and minutes, announce open meetings, distribute minutes to appropriate faculty and administrators.
- Order office supplies and equipment for the department.
- Obtain DARS reports, class rosters, and permission numbers as needed for faculty and staff via SOLAR.
- Screen phone calls, sort mail and assist walk-in, telephone, and email inquiries with regard to Sport Management and Exercise Science related questions
- Gather and organize materials for program review, merit review, tenure and promotion and post-tenure review following departmental and Personnel Review Committee guidelines.
- Request data from the Office on Institutional Effectiveness when needed.
- Keep files of syllabi for all HESM and supply copies to students as needed.
30% B. Budget Support
- Keep accurate records of budget using current UW-Parkside WISDM program.
- Receive, file, and process requests for expenditures working with Business Services on policies and correct processes.
- Responsible for Travel Expense reports and other financial documents making sure the rules and regulations are followed. This includes informing the
faculty and staff of any travel related updates. Advise faculty and staff of current travel regulation and allowances as needed.
- Oversee the monthly monitoring of expenses including telephone, photocopying, postage, duplicating (Creative Services), delivery service shipment costs and credit card reconciliation.
- Maintain expenditures and monitor the various laboratory fees for classes.
- Calculate and collect faculty expenses and any reimbursement due.
- Compile materials for and process HESM annual and 5-year report.
15% C. Outrach and Special Projects
- Graduate Programs support and application process
- Alumni data analysis/collection
- Maintain files of enrollment reports (course enrollment, grads by major, etc.)
10% D. Miscellaneous office management and operations
- Serve as liaison between campus departments.
- Sort and distribute mail, books and supplies.
- Troubleshoot for copy machine and printers and call for service when problems arise and maintain inventory of copy machine supplies.
- Be informed of the various events being offered throughout the department to respond correctly to inquiries.
ESSENTIAL KNOWLEDGE, SKILLS AND ABILITIES
- Ability to prioritize tasks
- Advanced proficiency in the use of PC
- Knowledge of Microsoft Word and Excel
- File management skills
- Advance customer service skills
- Meeting management skills
- Ability to interpret complex rules and guidelines
- Microsoft Office proficiency
- 2 or more years of administrative support experience
- Excellent customer service background
- Experience working with diverse populations
- Experience working in purchasing and billing/budgeting
- Experience engaging with internal and external communities and agencies
- Previous higher education experience
- Experience being an active and positive contributor to a team
- Knowledge of University policies, requirements and procedures as they relate to an academic department
A criminal background check will be required at the time of hire.
UW-Parkside is an AA/EEO employer. Individuals from diverse backgrounds are encouraged to apply.
It is the policy of UW-Parkside to provide reasonable accommodations to qualified applicants with disabilities. If you need assistance or accommodation in applying because of a disability, please contact the Office of Human Resources at 262-595-2204. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual's disability.
The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. sec. 19.36(7).
In compliance with the Clery Act of 1998, the University of Wisconsin Parkside Crime Statistics Report is available at https://www.uwp.edu/live/offices/universitypolice/crimestats.cfm. Call the UW-Parkside Campus Police Office at 262-595-2455 for a paper copy of the annual report.
The University of Wisconsin-Parkside is a comprehensive campus of the University of Wisconsin System with approximately 4800 students, 120 faculty, and 70 instructional academic staff offering 33 undergraduate majors and 3 master's degrees in 22 academic departments. The campus is located between the cities of Kenosha and Racine in southeastern Wisconsin, within the Chicago-Milwaukee corridor.
The university is situated on 700 acres of prairie and woodland approximately two miles west of Lake Michigan. Consisting of 15 buildings, the coherence and unity of the original campus design within its natural landscape has been sustained over four decades of development. Recent additions include a renovated and expanded student center, a 250 bed suite-style residence hall, and a greatly expanded and renovated center for the arts and humanities.
All applications are to be submitted electronically through our employment portal.
STEP 1: Please select the applicable link below:
External Applicants: https://www.careers.wisconsin.edu (NOT currently employed by the UW System)
Internal Applicants: https://www.hrs.wisconsin.edu (Currently employed by the UW System
STEP 2: Under "Basic Job Search" choose:
"Advanced Search", Job Opening ID: "12025"
Find Jobs Posted Within: "Anytime" click "Search"
Select "Academic Department Associate", click "Apply Now"
You must login before you can apply. Input your "User Name" and "Password" and select "Login". If you have not yet registered, click "Register Now" to begin the registration process.
STEP 3: Submit application materials
Please be sure to complete all required fields and include all required documents before submitting your application. Once submitted, you will not be able to edit or attach any application materials. Files must be complete to be considered. Please include the following documents:
- Cover Letter
Your application will not be considered complete until all required documents are attached and all required fields are completed. The deadline for application is July 11, 2016 at 11:59PM.