University of Wisconsin - Madison

Position Vacancy ID: 83702

Title: UNIV SERVICES ASSOC 2

Working Title:	UNIV SERVICES ASSOC 2
FTE:	1
Schedule - Range:	02-10
Organization:	SCHOOL OF PHARMACY - PHARMACY
Schedule Comment:	7:45am - 4:30pm, M - F, starting and ending times can be flexible based on agreement with supervisor

Job Summary:

The position provides administrative support by serving needs in both the Social and Administrative Sciences (SAS) and Pharmaceutical Sciences Division (PSD). Duties through PSD will include administrative assistance with the Pharmacology and Toxicology (PharmTox) B.S. program.

The incumbent in this position is expected to utilize independent action, initiative and judgment; must be organized; must have the ability to meet deadlines; utilize computing resources effectively; and must exercise common courtesy and professionalism when dealing with faculty, staff, students, and visitors.

Duties are preformed under the general supervision of the Division Chair of the SAS Division.

Goals and Worker Activities

A.	30%	Provide comprehensive administrative support to the SAS Division Chair. Perform administrative support to meet faculty, SAS Division and School goals. This requires independence of action and knowledge of information sources regarding the operations, policies, and procedures within the University and outside agencies.
	1.	Meet with the SAS Chair weekly to review schedules; anticipate, review and plan activities. Follow through on the progress of assignments and project deadlines. Consult with SAS Chair in developing plans for improvement.
	2.	Follow-up and respond to issues and requests that do not require the SAS Chair's direct attention. Respond to unpredictable needs, demands, and fast changing priorities in a timely and professional manner. This may include, but is not limited to, requests for documents including policies and procedures, meeting records, or other administrative material.
	3.	Draft and finalize correspondence for the SAS Chair's signature. Type correspondence, some which is confidential for faculty from hand written draft, notes or dictated text. Prepare and assemble addendum or attachments required for completion of the final copy.
	4.	Provide administrative support to the SAS Chair and faculty in performing their research and instructional activities, seminars, and professional meetings: a) Prepare PowerPoint presentations, handouts and flyers. Utilize appropriate format for production of slides. b) Prepare manuscripts, reports and funding applications, including on-line preparation and submission. Edit materials for content, grammar, spelling, punctuation, format, statistical tabulation, and other characteristics. c) Understand and adhere to specialized formats for text, bibliographies, citations, etc. as required by document recipient, granting agencies, and/or publications. d) Prepare instructional and examination materials and ensure secure handling of such materials; compile, copy and/or organize materials for submission to printing services. e) Assist with grant and progress report preparation/on-line submission, track post-approval reviews and reports to IRB; prepare current and pending support forms. Attend training on on new additions to the submission system. Serve as a resource to staff on proper procedures when submitting grant applications.
	5.	Provide administrative support for the SAS Division graduate program: a) Independently maintain and update all-online materials for the SAS Division graduate program with IIT personnel. b) Coordinate acquisition of materials needed to conduct and present research for SAS Division graduate students. c) Maintain a calendar of events including benchmark dates for SAS Division graduate program. d) Develop materials to help graduate students register for classes. e) Develop and maintain a Graduate Program Newsletter. Maintain a file of current alumni of graduate program. f) Develop and maintain a "Graduate Student Welcome Package" for new graduate students.
	6.	Independently screen phone calls and visitors to the SAS Division in a professional and courteous manner. Use discretion and judgment to independently respond to queries from individuals, utilize knowledge of internal policies; refer caller to faculty member when appropriate; set up conference calls using WisLine.
	7.	Provide a close communication link with the SAS Division Chair, faculty, staff, and the public to ensure that information is properly shared and attended to in a timely fashion. Ensure appropriate handling of confidential information and manage sensitive issues and communications responsibly.
	8.	Attend SAS Division meetings, prepare and distribute meeting minutes; provide administrative support for SAS Division search committee meetings.
	9.	Independently coordinate SAS Division website updates with IIT personnel. Maintain current curriculum vitae and bibliographies and provide to the Dean's Office/committees as requested. Create and maintain directory of SAS Division faculty, staff and committees, including email lists for efficient communication and dissemination of information.
	10.	Ensure compliance with Wisconsin's open meeting and public records laws by posting meeting agendas for the SAS Division.
	11.	Provide back-up administrative support for other staff members as needed.

B.	15%	Manage daily office activities, workflow, and structure for the SAS Division
	1.	Develop and implement efficient office procedures to effectively manage time and meet SAS Division goals. Oversee duplication services, acquisition of office supplies and office equipment maintenance. Research, compare and purchase office equipment (telephone, fax machine, copier, etc.) as needed.
	2.	Act as liaison for new faculty, staff and students and orient them to SAS Division policies and procedures, as well as office equipment, space, etc; assist with the operation of copy and fax machines and printers; assist with software problems or refer ITT personnel if necessary.
	3.	Oversee scheduling for SAS rooms. Prepare and maintain room assignment schedules. Inform users about room policies.
	4.	Maintain master calendar for SAS Division meetings. Utilize web-based calendar to schedule rooms and AV equipment/digital projector requests and approve such requests.
	5.	Create and maintain directory of SAS Division faculty, staff, students, and committees, including e-mail lists for efficient communication and dissemination of information.
	6.	Maintain SAS Division filing system including confidential faculty search information, committees, teaching and research. Maintain both hard copy and electronic versions of correspondence.
	7.	Review and follow-up on agenda items, requisitions, reimbursement forms, and other requests.
	8.	Review and distribute incoming mail and fax transmissions to faculty members, some of which are confidential in nature. Determine appropriate action required. Coordinate outgoing UPS/FedEx packages.
	9.	Serve on classified staff search committees, and staff SAS Division faculty search committees.
	10.	Perform other duties/projects as assigned or become necessary.
	11.	Serve as a core member of the School's Occupant Emergency Plan group that provides support in emergency situation to faculty and staff.

C.	15%	Coordination of visitors or events for SAS and PSD such as SAS recruitment (faculty, graduate student), seminars (PSD and SAS), and other division activities (10% SAS, 5% PSD).
	1.	Work closely with SAS search committee, candidates, faculty, and staff invited for interviews, when developing complex interview itineraries; communicate with search committee, faculty candidate and guest speaker to create, disseminate and publicize seminar announcements; carefully review and finalize announcements and itineraries for distribution. Coordinate travel reimbursement to candidates. Independently compose routine letters relating to interviews and speaker visits.
	2.	Coordinate schedule, location/space, audio-visual equipment, and catering of refreshments when needed. Plan and organize lunches and social events hosted by the SAS Division (i.e. faculty retreats, candidates, new admits and guest speaker visits). Ensure all necessary permits are completed (i.e. alcohol, environmental, and outside permits, etc.).
	3.	Assist in preparation and actual presentation needs for seminars (PSD).
	4.	Coordinate graduate student candidates, and guest visits to the SAS Division. Assist with travel and lodging arrangements, schedule interviews, prepare itineraries, make room reservations, A/V set up, catering arrangements, and parking. Coordinate travel reimbursement to candidates. Independently compose routine letters relating to interviews and speaker visits.
	5.	Independently plan and organize social activities for guest visits. Plan and oversee graduate student lunches with speakers/faculty candidates. Escort faculty candidates to and from appointments on campus.
	6.	Initiate and secure honorarium payments for speakers.
	7.	Communicate with vendors regarding any changes, charges, payments, etc.

D.	20%	Travel Coordination and Expense Support for PSD and SAS Division (15% PSD, 5% SAS)
	1.	Coordinate travel arrangements for the SAS Chair and other faculty as needed; including air travel and lodging reservations, meeting registrations and land travel needs; research airline and hotel rates for best prices, days and times for each traveler.
	2.	Organize and process e-reimbursement requests for SAS and PSD faculty, postdoctoral fellows, graduate students and staff. Coordinate honorariums for guest speakers and expense reimbursements for faculty candidates and seminar speakers.
	3.	Keep knowledge current of State and University travel rules and regulations and serve as SAS Division's resource person; interpret rules and regulations for faculty and staff when answering questions regarding acceptable expenses and maximums; provide them with up-to-date travel information, e.g., meal and hotel per diem, mileage, types of receipts required for reimbursement, and the need for any other documentation deemed necessary for reimbursement purposes.
	4.	Prepare all e-reimbursement requests in a timely manner utilizing the electronic e-reimbursement system and established policies and procedures. Route the completed request to traveler for review and submission. Prepare PIRs direct payments and employee reimbursements.
	5.	Audit all reimbursement requests to determine appropriateness and validity of fund/account number, UDDS, and class codes prior to submission to Business Services for processing payment.
	6.	Act as liaison for SOP Business Office, SAS Division, and faculty candidates or guest speakers in regard to all travel-related matters. Initiate and secure honorarium payments to speakers and travel reimbursement to candidates for their expenses. In case of discrepancies, gather information by contacting faculty and if needed, outside agencies and/or the internet regarding fare rates, invoices, ticket exchanges, etc.
	7.	Work with Business Office to resolve problems/inquiries regarding e-reimbursement; contact Business Services when reimbursements have not been received in a reasonable amount of time or if an error has occurred.

E.	20%	Coordination of the PSD PharmTox B.S. Program
	1.	Support advisor roles with PharmTox undergraduate students. Maintain notes on meetings with students on electronic "AdvisorNotesSystem" within MyUW. Work in advising tasks with faculty program director and PharmTox Advisor as appropriate, depending on topic/student need.
	2.	With PharmTox faculty director, organize the one-day new PharmTox student orientation day each August. Involve PharmTox seniors and alumni in event, and various SoP faculty/staff/administrators, as appropriate.
	3.	Assist students in enrollment and course planning each semester.
	4.	Monitor/track student progress to degree (as PharmTox program.
	5.	Collect information about academic support available for various required courses in the PharmTox program. Arrange for PharmTox seniors to provide added academic support to PharmTox juniors in required coursework.
	6.	Work to put additional resources in place for students who are not in good academic standing due to past poor grade performance (e.g. a graduate student contact in required coursework for Pharmacology 630, etc.).
	7.	Help connect current and prospective PharmTox students to campus and SoP research ("699") opportunities, pertinent university resources (e.g. offerings at L&S Career Services), and career-building/professional opportunities (e.g. internships; summer research opportunities); help students plan for next academic/professional steps. As requested by SoP SAA, help PharmD students locate opportunities for laboratory-based research (699) with the PSD.
	8.	Maintain resources (physical and web-based) pertaining to internships, careers, graduate and professional school, the health professions, professional societies, professional development, etc.
	9.	Review internship and career postings put out weekly by L&S Career Services Office and communicate such to PharmTox students, as applicable.
	10.	Point students to campus' Center for Pre-Health Advising, resources for pre-law advising, and other campus contacts (e.g. MD/PhD Coordinator; various graduate program coordinators) per student interest.
	11.	Work with students to develop high quality resumes and cover letters. Conduct mock interviews with interested students and/or coordinate with other SoP SAA staff to conduct such.
	12.	Help arrange for students to shadow professionals in their fields of interest, by working with PharmTox alumni, PharmSci PhD alumni, PharmD alumni, the Pharmacy Alumni Association, contacts at UWHC, etc.
	13.	Arrange co-curricular activities to support the program, such as guest speakers for the ongoing "PharmTox Futures" series and field trips (State Crime Lab, State Laboratory of Hygiene, SC Johnson, etc.) (primarily fall semester). As staff support for the Pharmacology-Toxicology Student Seminar (679) class, work with Professor Johnson (679 course coordinator) to plan speakers to expose students to career and post-graduate educational opportunities (Spring Semester).
	14.	Assist in coordinating yearly 718-558 trip to Covance Laboratories for PharmTox juniors (Nov). Arrange for students to go to meetings of the Midwest Chapter of the Society of Toxicology and other pertinent professional organizations (e.g. Great Lakes Chapter of ASPET, Midwest SETAC, etc.).
	15.	Serve as a member of PharmTox Admissions & Oversight Committee (PTAOC). Work with program faculty director to organize/arrange agenda items for this committee, which meets approximately three times a year.
	16.	With program faculty director, help plan and coordinate annual meeting of the PharmTox External Advisory Board (PTEAB) (the PTEAB includes alumni and corporate friends of the program). Follow up on results of these meetings with program faculty director regarding new initiatives, strategic planning, program quality improvement, etc.
	17.	Coordinate PharmTox Senior Graduation Brunch at the Kohl Center in May.
	18.	Take part in projects (web updates and enhancements/events/marketing/writing/outreach) geared toward undergraduate PharmTox student recruiting. Recruit undergraduate students via correspondence, arranging visits to the School, connecting prospective students to current PharmTox students and to alumni of the PharmTox program, etc.
	19.	Assist PharmTox Faculty Director in recruiting/promotional activities/events, including attendance at UW-Madison's Majors Fair, SoP-hosted information nights, luncheon/information session for students in PharmSci 310 (Drugs and their Actions), SoP High School Student Discovery Day, and other secondary school outreach. Interact with freshmen and sophomores looking into the program - advise such prospective students on needed steps to prepare for competitive application to the PharmTox program.
	20.	Work with the program director to set up a summer internship program for junior PharmTox students.

Knowledge and Skills

Excellent communication and interpersonal skills.
Strong written communication and editorial skills.
Effective organizational and management skills with high level of attention to detail.
Effective decision making capabilities and the ability to maintain confidentiality.
Must be courteous, responsive, and service oriented and have the willingness to accept new and different responsibilities.
Ability to work with a diverse group of people (faculty, staff, students, visitors, and the public) using tact courtesy and discretion.
Ability to work independently and take ownership as well as function effectively in a team.
Ability to manage multiple, concurrent projects, and still meet strict deadlines.
Efficient with software applications, such as Microsoft Word, Excel, and Power Point. Efficient in utilizing electronic forms, e-mail, e-calendar and the internet.
Knowledge of UW travel procedures and claims for reimbursement.
Knowledge of University policies and procedures.
Knowledge of scientific terminology and familiarity with medical terminology is preferred.
Experience with forms and records management.
Experience working in an academic division/department within a higher education setting is desirable.