| A. | 10% | Provision of Administrative Support to Director |
| | 1. | Provide support services to the Director for those duties which are associated with School administration and professional activities. Interpret University, College and School policies, procedures and directives. Distribute information as necessary. Follow up to ensure that proper policies and processes are followed, that responses are developed and deadlines are met. |
| | 2. | Respond to inquiries, coordinate Director's calendar, schedule meetings and conference calls, collect and prepare relevant materials to specific activities, confirm meeting times, places and attendees and follow up with reminders to meeting participants as necessary. Act as message center for the Director's office. Screen telephone calls and email messages, route mail. |
| | 3. | Brief the Director before meetings and anticipate materials that may be needed. Coordinate location for campus and off-campus meetings requested by the Director. This includes coordination of required materials, meeting space and equipment. Assure that all participants are notified, and serve as point of contact for inquiries. Edit materials for meetings; arrange and schedule meetings between Director and various individuals such as members of the Wisconsin legislature. Provide follow up as necessary. |
| | 4. | Handle correspondence for the Director; compose correspondence for the Director's signature; determine priorities for issues requiring a response by the Director; determine required response date, assure timely completion. |
| | 5. | Prepare agenda for Department and Executive Committee meetings. Oversee collection and distribution of all necessary materials to faculty prior to the meetings. Attend Department and Executive Committee meetings and take official minutes. See that minutes are approved for distribution to faculty and staff. Maintain a complete and up-to-date file of minutes. Retain an archive of historical department meeting minutes and information. Reserve a conference room in a timely manner for all such meetings. |
| | 6. | Maintain the Director's files of sensitive material, providing confidentiality as required by the Right to Privacy Act. Establish, organize and maintain office master and subject file system. Archive and/or destroy materials and files as necessary, according to State records management rules. |
| | 7. | Cross-file correspondence with the Dean's office in important matters such as personnel, budget, recruitment and retention offers, maintaining the confidentiality of sensitive material. |
| | 8. | Receive call from the Dean's Office for reports on Federal and State Lobbying activities by faculty and staff at the direction of UW-Madison. Ensure that proper procedures are followed and deadlines are met. |
| | 9. | Monitor completion of the online faculty outside activities/financial disclosure reports. Ensure that proper procedures are followed and that reports are submitted by the required deadline. |
| | 10. | Review with Administrator correspondence and other communications originating with the Director in order to coordinate the School's administrative responsibilities. |
| | 11. | Screen access of faculty, staff, students and others to the Director's time. Inform individuals of when the Director is available to meet with them and offer to reserve time on the Director's schedule. |
| | 12. | Orient new Director about University, College and School policies and deadlines. Facilitate transition between incoming and outgoing Directors. |
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| B. | 20% | Provision of Faculty Administrative Support to the Director, Associate Director and Administrator |
| | 1. | Prepare and present tenure case materials in accordance with Divisional Committee instructions. Request outside review and track responses. Solicit and compile publications, course syllabi, evaluations, service record, documentation of professional activities and any other necessary tenure materials. Distribute to Review Committee members for their final approval. Assemble final packet and submit to Divisional Committee meeting required deadlines. Keep Director informed of progress. Compose and mail thank you letters to contributors. |
| | 2. | Coordinate Assistant Professor Reviews. Notify Review Committee and Assistant Professor of dates, provide materials at request of committee members, and distribute copies of the review to Professor, Director and Dean. |
| | 3. | Coordinate nomination and compilation of documents for faculty professorships and awards. Maintain knowledge of the application process, monitor deadlines, request outside evaluator support letters, and assemble final packets of materials for submission meeting all guidelines. Track process and distribute funding information if award is granted. Create and maintain a database of all nominations. Send out thank you letters to outside evaluators. |
| | 4. | Develop and maintain an Excel spreadsheet, tracking tenure clocks of faculty, recording extensions, end dates and notification dates. Alert Director to dates and the process for faculty tenure and post-tenure review. Inform Director, Review Committee and Candidate of Divisional Committee guidelines that apply to tenure review. |
| | 5. | Assist with annual merit exercise. Collect and assemble faculty and academic staff Professional Activity Reports, curriculum vitae, and all other pertinent information to be distributed to faculty for merit evaluations. Set up system to make information and evaluation sheets available for use by faculty, making sure that materials are tracked. Remind faculty of deadlines for the exercise. Collect confidential evaluations from faculty and keep filed for Director's use. Type, distribute and file merit letters to faculty and academic staff. Upon completion of merit exercise file PARs and vitae. |
| | 6. | Monitor the annual election process of Director to ensure compliance with College regulations. Prepare and distribute ballots, record results and report to Dean. |
| | 7. | Manage the School's Faculty Affiliate files and records. Prepare invitation letter, send correspondence to Dean's Office, track approvals. Prepare and send letters to approved faculty affiliates. Maintain spreadsheet containing listing of current affiliates and date affiliate's term expires. Notify Director to have Executive Committee vote to renew affiliates. Prepare affiliate renewal documents. |
| | 8. | Coordinate arrangements for Visiting Scholars and Honorary Fellows. Act as liaison between the visitor, Director, sponsoring faculty member and the International Faculty and Staff Services Office (IFSS). Process letter requesting Dean's approval of appointment, compose and send invitation letter to visitor, compile information and complete the J-1 visa application (DS-2019) and submit to IFSS. Coordinate with IFSS all visa related paperwork and work with visitor to ensure visa issues are addressed correctly. Notify Payroll and Benefits Specialist to create a JEMS Form so that visitor is entered into Human Resource System. Assist visitor upon arrival with School and campus acclimation. |
| | 9. | Prepare faculty sabbatical requests following L&S guidelines. |
| | 10. | Serve as back-up approver for e-reimbursement process to ensure appropriateness of all charges. Work with other approver and auditor if necessary to resolve reimbursement issues. Assist faculty, staff and students with questions and handle the reimbursements for students or new faculty. Follow the complex rules and regulations regarding all types of reimbursements and payments. Attend all relevant training offered. |
| | 11. | Serve as cardholder for Departmental Purchasing and Travel credit cards. Purchases must comply with the guidelines in the UW's Cardholder Guide "How to Purchase Goods and Services" and with extramural funding agency restrictions. Provide Site Manager with purchasing information for monthly Purchasing Card Report. |
| | 12. | Prepare course evaluation forms and pencils for distribution to faculty at the end of each semester and provide assistance with department course evaluation process. Collect evaluations when completed, prepare gang sheets and deliver to Testing and Evaluation Services for tallying. Distribute course evaluation analysis to Director and teaching faculty, archive evaluation results and maintain files. |
| | 13. | Process University of Wisconsin Foundation check deposits by completing the gift deposit form and routing forms with checks and copies to L&S Senior Accountant at South Hall. Maintain a file of copies of all check deposits onsite for reference purposes. Maintain a spreadsheet of all donors indicating whether each donation was via check or online and notes as to the fund specified. Assist as back up for donation thank you note process when the Communications Director is not available. |
| | 14. | Prepare appointment letters of all graduate employees (PAs and TAs). Coordinate information with Administrator, Associate Director, Payroll and Benefits Specialist, Financial Specialist, Student Services Coordinator and sponsoring professor to ensure accurate appointment dates, percentages and funding information. Verify that the letter used is the version issued by South Hall for the current year. |
| | 15. | Type, format, proof, duplicate and distribute correspondence, memos, forms, exams, recommendation letters and reports received in handwritten or electronic format. Proofread research and instructional documents for spelling, punctuation and clarity. |
| | 16. | Design and create forms and documents for department use. Prepare and distribute informational announcements and flyers for departmental events, brown bag presentations, invitations and job talks. Distribute via email and/or campus mail. Post on department bulletin board. |
| | 17. | Perform duplication duties to support instruction and research. In addition to photocopying requests, place L&S Copy Center orders for course packets and other departmental printing. Ensure that appropriate funding is billed on form and update Financial Specialist of charges. |
| | 18. | Set up and maintain files on applications for all staff position vacancies. Prepare acknowledgement and regret letters to applicants. Schedule interviews with finalists. |
| | 19. | Create new personnel files for faculty and staff. |
| | 20. | Create labels for faculty, staff and student mailboxes. |
| | 21. | Prepare car fleet forms when requested, educating faculty, staff and students regarding procedures, regulations, funding and the training process needed for new drivers. |
| | 22. | Manage the use of the department conference room and parking stall by taking and recording reservations. |
| | 23. | Work with Director, Administrator and faculty to create annual reports and ten-year review. |
| | 24. | Independently conduct special projects and prepare reports for Director, Administrator or College administration regarding fiscal, educational and budget information. Analyze data compiled and determine proper format in which to maintain data, i.e. Excel spreadsheet, Access database, chart or tables. |
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| C. | 20% | Coordinate Faculty Recruitment |
| | 1. | Serve as the Administrative Assistant to the Recruitment Committee. Coordinate the recruitment process for new faculty hires. Advise the Director on procedure for making the request for authorization to recruit, advertising and dispersing the position ad to nationwide publications. |
| | 2. | Initiate PVL process for faculty positions once the search has been approved by the Dean's Office. |
| | 3. | Receive and register applications, acknowledge receipt and notify applicants if additional material is needed or if application is incomplete. Send affirmative action forms to all applicants. |
| | 4. | Keep the candidate files current and make them accessible to the Recruitment Committee while the candidate is being considered. |
| | 5. | Reproduce and distribute the candidate's CV and other information as requested by the Director prior to being considered by the Executive Committee. |
| | 6. | Using information provided by the committee, with the assistance of the Internet, determine the location of potential outside letter writers for recruitment candidates. |
| | 7. | Request outside reference letters as appropriate and follow up on delayed responses. This may include reproducing several papers authored by the candidate to enclose with the request. When the letters are received, copy and distribute them to the candidate's reading committee members. Make the letter available to the faculty if requested by the committee. |
| | 8. | Coordinate arrangements for the candidate's visit to campus, including requesting permission to visit campus from the L&S Dean's office, making the appointment with the L&S Deans, securing hotel and travel reservations, creating an itinerary including the scheduling of faculty interviews and possible meetings with graduate students. If necessary, coordinate reservations and appointments for second visits. |
| | 9. | Obtain the candidate's seminar paper, reproduce the paper, and make it available prior to the seminar. Reserve the seminar room. Prior to the seminar, set up equipment needed for the presentation. Advertise the seminar throughout the building, including the candidate's name, institution, title of presentation, time and place. |
| | 10. | Work with the Administrator to reserve a faculty office for the candidate. Provide the candidate with the password for the visitor's computer, and be available to answer questions and provide assistance. Escort candidate to appointments as needed. |
| | 11. | Work with the International Faculty and Staff Services Office on issuance of visa and green cards for visits of candidates and hires who are not U.S. citizens. Ensure appropriate forms and paperwork are completed. Stay abreast of complex and changing visa requirements. Upon their arrival on campus, collect pertinent information from the candidate to facilitate reimbursement of the candidate and faculty when expense receipts are received. |
| | 12. | Prepare documentation requested by the Dean's office to be used by Senior Staff during review of potential job offers. Deliver requested packets to the Dean's office. |
| | 13. | Draft letter of offer to candidate for approval from the Letters and Science Dean's Office. After approval, send letter to candidate ensuring all necessary documentation is sent. Once candidate has accepted notify the Dean's Office and relevant staff such as the Payroll and Benefits Specialist. |
| | 14. | At the conclusion of the recruitment process fill out the Affirmative Action Review Form (AARF) and send to the Office for Equity and Diversity. Prepare a numerical listing of all applications received, indicating Ph.D. granting institution and reason for rejection. Prepare a second numerical listing of all candidates interviewed, indicating the Ph.D. granting institution and final status of the application. Box up recruitment files, place in the storage room and purge any recruitment files according to the retention schedule. |
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| D. | 15% | Provide Administrative Specialist Support to the Director for Advisory Board and Interdepartmental/School Collaborations |
| | 1. | Work with the Director and UW Foundation staff to identify exceptional individuals to involve and to define the mission and scope of activities of the Advisory Board. |
| | 2. | In coordination with the Director and La Follette School Outreach Director, plan meeting, events, and agendas and handle all professional communications with board members and guests. |
| | 3. | Ensure all necessary IT equipment is reserved, set up and in working order for Director, board members and guest speakers. |
| | 4. | Arrange for travel for board members and speakers. This includes air travel, hotel reservations, travel between the airport and hotel as well as travel from hotel to event location. |
| | 5. | Prepare and distribute meeting materials and consult with various participants regarding prioritization and packaging of materials. |
| | 6. | Attend all Advisory Board meetings, ensuring all arrangements are in place and meetings are run smoothly. Troubleshoot and resolve any problems that arise without disruption to the meeting or board members. Provide any additional administrative assistance that is requested. |
| | 7. | Compile an accurate record of the expenditures for each meeting and the minutes of the meeting for distribution, and make certain that all expenses follow the University's policies on cost limitations. |
| | 8. | Maintain list of Advisory Board, including biographical information, updating as new members are appointed and current members terms expire. Maintain confidentiality of contact information of board members. |
| | 9. | Communicate with board members to coordinate and engage in the planning of fund raising activities for the School. Work with Publications Director on related issues of alumni relations and special development opportunities. |
| | 10. | Create and maintain an internal database "Friends of the School" and others who could serve as potential donors for School fundraising activities. |
| | 11. | Assist in developing and coordinating interdepartmental/School collaborations. |
| | 12. | Organize La Follette School's annual research symposium. |
| | 13. | Work with the Director and associated faculty in developing and planning the content of research symposia and engage with UW experts, external experts and other scholars to define their contributions and make arrangements for their participation. This includes working closely with the following representative organizations such as La Follette's partnership with the Medical School and School of Public Health on the initiative for Governance and Health Systems Change, and La Follette's participation in the newly formed Wisconsin Initiative on Global Poverty Dynamics. The incumbent will serve as a liaison to ensure as conferences, lecturers, new courses and publications are produced through these partnerships that La Follette is responsive to the organizations, working to arrange the events and to resolve any concerns and problems that arise. |
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| E. | 30% | Develop Capacity for Faculty Grant, Graduate Student Support and Internships at the La Follette School |
| | 1. | Conduct extensive research and regularly update information on possible funding sources for La Follette School faculty and graduate students. |
| | 2. | Consult with faculty to understand their research interests, needs and priorities and conduct specialized searches as required. |
| | 3. | Guide faculty in developing appropriate budgets that maximize the effective use of resources for hiring project assistants and that satisfy university budgetary guidelines and pay requirements. |
| | 4. | Develop and maintain necessary spreadsheets and databases to track grant progress, deadlines and budgetary expenditures, updating on a regular basis. Data to be compiled would be upon request of Director, Associate Director, Administrator, faculty or College/University Administration. |
| | 5. | Work with Associate Director in contacting various state and local agencies to discover potential opportunities for project assistantships or internships. |
| | 6. | Develop network of contacts at corporations that are appropriate for creating internship opportunities for our graduate students in professional offices. |
| | 7. | Identify internships that exist in the United States and internationally, research application guidelines and notify Associate Director of findings. |
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| F. | 5% | Back-up Reception and Miscellaneous Duties |
| | 1. | Act as back-up receptionist for department answering telephone, greeting and directing students and visitors to the appropriate faculty/staff member. Provide parking permits and informational packets for visitors. Sort and distribute daily mail. Ensure that outgoing mail has appropriate postage. Prepare UPS forms with accurate billing and address information and arrange for pick up. Maintain office equipment. Provide assistance for students, staff and faculty with operation of machines such as the photocopier, fax and postage meter. Troubleshoot and place service calls as necessary. |
| | 2. | Attend and participate in workshops, staff, college and campus meetings and training to improve skills and knowledge as necessary for the position. |
| | 3. | Help with special projects as requested by School's Administrator or Director. |
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