| A. | 40% | Comprehensive Department Administration |
| | 1. | Provide administrative leadership for the department, with delegated authority from the Department of Economics Chair. Represent the department, including the chair as needed, at department and campus meetings and on committees significant to the department. Attend informational meeting held by the College and central campus to acquire pertinent information for the department. Take appropriate action and distribute information as needed to the department members. |
| | 2. | Maintain official record of departmental policies and procedures. Interpret policies and procedures, including Federal, State, University and College rules, regulations and guidelines, ensuring that they are followed by department personnel. Keep the department chair, faculty and staff aware of upcoming changes in campus and/or college administrative systems and policies. |
| | 3. | Review and draft documents and policy papers, alerting the department chair to issues that have or may have an impact on the department. Provide policy analysis, advice, and professional level assistance on administrative matters. Compose responses to a variety of written and verbal inquiries over own or the chair's signature. Compile statistical and historical data as needed for reports and for monitoring purposes. |
| | 4. | Responsible for prioritizing departmental administrative needs. Continually evaluate various procedures and processes to ensure service is being provided in a competent and efficient manner and is meeting department needs. Supervise department calendars of operations, events and deadlines. Be constantly aware of seasonal patterns and varying needs of the department. Make necessary adjustments to ensure that the flow of information and work proceeds smoothly. |
| | 5. | Work with Department Chair and other department members to identify the administrative structures needed to achieve the mission of the department, consistent with its strategic plan. Coordinate special projects and duties as assigned by the Department Chair. |
| | 6. | Participate in discussions with department chair regarding policy, administrative , and planning matters. Recommend changes and implement final decisions. Maintain the official record of departmental policies and procedures in accordance with University records and retention guidelines. Attend Department of Economics Faculty meetings and Faculty Executive Committee meetings as an ex officio member. |
| | 7. | In coordination with department chair, respond to requests and inquiries on behalf of the department chair and faculty from internal and external sources and supervise other staff responsible for responding to such requests. |
| | 8. | Conduct annual department chair election following College of Letters & Science guidelines and deadlines. Report results to the Dean. |
| | 9. | Provide orientation to new department chair. Ensure that the new chair is aware of University, College and departmental policies. Facilitate a smooth transition between incoming and outgoing chairs. |
| | 10. | Responsible for space alloctaion of Economics Department space in coordination with the chair. Determine the most efficient use of office space and assign to faculty, staff, students and visiting scholars. Ensure that all space needs, furniture requirements, phone lines, data jacks, wireless log-ons, and technical needs are assigned and completed.Coordinate required departmental building maintenance requests. |
| | | |
| B. | 20% | Serve as Department Budget and Financial Officer. |
| | 1. | Assume delegated authority from the department chair and faculty regarding the administration of budget and financial issues for the department. Serve as the department budget and chief financial officer with the authority and responsibility for strategic planning, direction and policy development for the department's state funded budget and non-state funded accounts. Actively participate in annual budget exercises. |
| | 2. | Develop and manage department budgets, including projections, planning and negotiations. Oversee the accounting of department financial operations and activities, which include general purpose revenue, gift funds, trust funds, grant funds and auxiliary accounts. Alert chair to potential fiscal concerns. |
| | 3. | Supervise procurement activities, ensuring that purchasing rules and regulations are understood and followed. Maintain responsibility for proper use of department purchasing cards. Approve all supply purchases from the supplies and expense budget. Oversee accounting of supplies and expenses on a monthly basis. Estimate outstanding expenditures during the fiscal year and maintain carry-over balance projections. |
| | 4. | Track faculty and staff salary expenditures, determine percentage buy off from 101 funds, monitor faculty and academic staff salary amounts and forecast department savings and obligations. Manage funding for personnel appointments, shifting and changing fund designations as necessary depending upon funding availability and responsibilities associated with funding sources. |
| | 5. | Assist department chair and faculty merit committee with financial aspects of annual faculty and academic staff merit exercise. Assure that all faculty and staff are on appropriate funding and that budgets stay within balances. Coordinate with other departments regarding staff with dual appointments or working in overload. Collect and update merit materials and prepare ballots for tenured faculty to use during voting. Prepare spreadsheets with ballot results and submit to Merit Committee chair. Consult with committee members and other departments for joint appointments to determine final salary increases. Resolve any problems. Submit results to the College and oversee production and distribution of notification letters. |
| | 6. | Initiate and manage department annual capital exercise. Solicit requests and, in consultation with chair, determine allotments. Track expenditures ensuring that funds are spent within guidelines. Make report of expenditures to the College. |
| | 7. | Monitor and review budgets, encumbrances, expenditures, deposits and chargeback activities in conjunction with department financial specialist. Ensure adherence to State and Federal regulations as well as gift and grant mandates. Develop policies and procedures for charge-back system for supplies and services used by projects, principal investigators and visitors to the department. |
| | 8. | Initiate call for annual Summer Sessions budget. Create budget proposal in consultation with department chair. Submit budget request to College and perform administrative work to execute the approved budget. |
| | 9. | Create and submit the teaching assistant budget request for each semester using the proposed list of courses to be offered and in conjunction with the Graduate Program Advisor. Create and submit the reader/grader budget request for each semester using the requests for reader/grader help from instructors and in conjunction with the Graduate Program Advisor. |
| | 10. | Determine remodeling needs for department office space. Develop and submit remodeling request to L&S. Upon receiving approval to proceed, contact Capital Planning & Development (a part of FP&M) for service assessment and cost estimate. Responsible for approved projects, monitoring work and expenditures and ensuring that the project stays on time and within budget. |
| | | |
| C. | 30% | Management of Human Resources and Related Issues. |
| | 1. | Assume delegated authority from the department chair regarding the administration of human resources and related issues for the department. Directly supervise department classified staff, non-instructional academic staff, and student hourly employees. Serve as the department contact regarding human resources issues, including supervision, affirmative action, grievances, discipline, employee assistance, layoffs, training and related issues. |
| | 2. | In accordance with College, University and State policies, initiate and coordinate recruitment for faculty, academic staff, classified staff, LTEs and student hourly employees. Evaluate position requests and determine appropriate staff type, title and classification which will be submitted to L&S Administration for final approval. Advise and consult with faculty and staff on recruitment options. Establish procedures and time frame. |
| | 3. | Initiate all position vacancy requests and listings. Ensure that department recruitment efforts are appropriately documented and follow equal opportunity hiring regulations. Oversee preparation of required forms (electronic and paper) and supporting documentation. |
| | 4. | Periodically review all appointments to ensure that position descriptions are current and accurate, that probationary reviews are conducted timely, that performance evaluations are conducted on at least a yearly basis, that renewal/nonrenewal deadlines are met, that merit exercises are performed and that funding sources remain available to support positions. |
| | 5. | Determine appropriateness and develop department documents for academic staff job security and title and rate changes, for classified staff reclassifications, and for recommendations for staff honors and awards nominations. |
| | 6. | Identify areas of potential staff development and provide opportunities for training and retraining as needed. Orient new faculty and staff to the department and the university. |
| | 7. | Define and clarity for each staff member how his job fits within the overall mission of the department. Monitor overall workflow and identify for each staff member the lead responsibilities, backups, others involved, expected outcomes and goals. Review and redistribute, when appropriate, the workloads of support staff in the department. Ensure that there is a designated back-up staff person for all department positions. Understand and be familiar with the essential job functions and aspects of all positions. Establish and continuously improve communication links between all personnel levels. Supervise leave useage of staff and coordinate performace of backup duties. |
| | 8. | Identify and assist individuals in modifying inappropriate employee behavior. Recommend appropriate discipline and participate in dismissal procedures as needed within proper guidelines. |
| | 9. | Prepare initial and renewal appointment letters for faculty, academic and classified staff. Coordinate preparation of appointment documents to assure that all new, renewed and continuing faculty and staff are included in the annual budget and entered into the university payroll and benefits system. |
| | 10. | Maintain confidential personnel files on all department current and former employees, affiliates and honorary fellows in accordance with Universwity records management policies. |
| | 11. | Initiate permanent residence applications for new and continuing faculty and staff. Prepare documents required for processing J-1 visa applications for department visitors (including zero-dollar honorary fellows) as needed. |
| | 12. | Coordinate processing of emeritus apointments for faculty and staff as approved by the department chair and faculty. |
| | 13. | Coordinate the annual Junior Faculty review process and advise the chair on appropriate policies and procedures. Ensure that the review process is done correctly and within the appropriate time frame. Prepare and send the call to junior faculty for materials. Prepare and send faculty approved letters to the Dean for approval. Issue approved letters to faculty in coordination with chair. |
| | 14. | Oversee the preparation of promotion with tenure and tenure hire dossiers. Compile and analyze documentation for the dossier. Check guidelines from divisional committee and ensure that dossier is formated and submitted to the Dean and Divisional Committee office per the guidelines. |
| | 15. | Independently interview, check references and make hiring decision for vacant administrative staff positions. Train new employees, schedule and review their work and perform the probationary period reviews in a timely manner. Determine successful completion of probation or initiate dismissal procedures of probationary employees as needed in coordination with chair and L&S Administration. |
| | 16. | Organize and lead department staff meetings to discuss department changes, workflow, duties and other similar issues. |
| | | |
| D. | 5% | Coordination of Faculty Teaching and Department Time Table Needs |
| | 1. | Coordinate the scheduling and monitoring of the department's instructional courses by staff members. In coordination with the chair, issue the call to instructors for teaching preferences. Solicit instructor requests for classroom technology, enrollment levels and days/times for teaching their courses. Create the teaching schedule and enter the information into ISIS during the initial calls. |
| | 2. | Coordinate the course schedules for each semester with the Graduate Advisor and Undergraduate Advisors to check for and correct possible conflicts in the course schedule. |
| | 3. | In cooperation with the department chair, initiate the proposal for short-term academic staffing to the Dean's office. File position vacancy listings for approved positions and coordinate with the chair to fill vacancies. Draft letters of offer, obtain Dean's approval and hire short-term staff. |
| | 4. | Oversee facility related issues affecting economics courses with the Enrollment Management office and with Facilities Planning & Management during times of remodeling, utility shut downs and building emergencies. |
| | 5. | Prepare and issue the call at the start of each semester to instructors for reader/grader support. Compile the requests, approve in coordination with department chair, and submit request for funding to L&S Administration. Send final approve request to Graduate Advisor for recruitment of graduate students to fill the positions. |
| | | |
| E. | 5% | Building Management of Sewell Social Science Building |
| | 1. | Report building maintenance issues and requests to the appropriate contacts (CARS, building custodial supervisor, appropriate Physical Plant personnel). Coordinate the resolution of the issues and requests. Act as liaison for building occupants. |
| | 2. | Coordinate building-wide remodel projects. Act as liaison for the building occupants with remodeling crews, the Physical Plant and other facilities management offices. |
| | 3. | Coordinate reservations for general use building conference rooms, #8411 and #8417. Oversee the upkeep and maintenance of these conference rooms. |
| | 4. | Attend facility manager meetings. Keep building occupants informed of policies, procedures and upcoming changes. |
| | 5. | Coordinate the building Badger Watch program. Act as liaison between the building Badger Watch volunteers and the UW-Police Department community officer. |
| | | |