University of Wisconsin - Madison

Position Vacancy ID: 1357

Title: PROGRAM ASST 1

POSITION DESCRIPTION

Position No.

Cert/Reclass Request No.

Agency No.

EFFECTIVE DATE

9/8/2002

2850001357

285

NAME OF EMPLOYEE

DEPARTMENT, UNIT, WORK ADDRESS

STEPHANIE ADAMS

EDUC/COUNSELING PSYCH/CONSL PSY

EDUCATION BUILDING

1000 BASCOM MALL

CLASSIFICATION TITLE OF POSITION

PROGRAM ASST 1

CLASS TITLE OPTION

NAME & CLASS OF FORMER INCUMBENT

Jean Scott

AGENCY WORKING TITLE OF POSITION

NAME & CLASS OF EMPLOYEES PERFORMING SIMILAR DUTIES

PROGRAM ASST 1

Jean Scott - Program Assistant 1

NAME AND CLASS OF FIRST-LINE SUPERVISOR

Stephen Quintana - Department Chair

DOES THE POSITION SUPERVISE SUBORDINATE EMPLOYEES IN THE PERMANENT POSITION? YES ___ NO ___

IF YES, COMPLETE AND ATTACH A SUPERVISORY POSITION ANALYSIS FORM

POSITION_SUMMARY - PLEASE DESCRIBE BELOW THE MAJOR GOALS OF THIS POSITION:

(See Attached)

DESCRIBE THE GOALS AND WORKER ACTIVITIES OF THIS POSITION (Please see sample format and instructions)

GOALS: Describe the major achievemants, outputs, or results. List them in descending order of importance.

WORKER ACTIVITIES: Under each goal, list the work activities performed to meet that goal.

Time%: Include for goals and major work activities.

TIME%

GOAL AND WORKER ACTIVITIES

(Continue on attached sheets)

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		\|	(See Attached)
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SUPERVISORY SECTION

	a. The supervision, direction and review given to the work of this position is:
	b. The statements and time estimates above and on attachments accurately describe the work assigned to the position. (Please initial and date attachments)
	Signature of first-line supervisor____________________________________________________Date_______________

EMPLOYEE SECTION

I have read and understand that the statements and time estimates above and on attachments are a description
of the functions assigned my position. (Please initial and date attachments)

Signature of employee_____________________________________________________________Date_______________

Signature of Personnel Manager____________________________________________________Date_______________

P-File

Department of Employment Relations

Employee

Department File

Cert Request Copy

Position Summary

The person in this position provides program support assistance to professional and administrative staff. Under general supervision, this person is free to develop own work sequences within established procedures, methods, and policies. In addition, the person functions as receptionist for the department and performs other general clerical duties.

Goals and Worker Activities

A.	35%	Administrative Duties
	1.	Provide direct clerical support for committee chairs (such as Search and Screen, Tenure Proposal etc.) and Director of Training. Following specific guidelines, carry out a diverse level of administrative support for each committee such as contacting members, setting up meetings, reserving conference rooms and organizing related files, updating same, and advising committee chairs of the status of each committee.
	2.	Directly assist Department Chair and Faculty with the organization of committee meetings and presentations. Reserve conference rooms, prepare and send out appropriate materials for meetings and other miscellaneous tasks
	3.	Keep records of copy machine usage for billing purposes. Assign account numbers to faculty, staff, and student users as appropriate. Serve as direct contact person for copier maintenance and supplies.
	4.	Prepare and distribute departmental itinerary to Chair and department staff monthly.

B.	20%	Word Processor This position requires attention to detail, statistical tabulation, and format consistent with APA publication style.
	1.	Type final draft of course syllabi and materials, manuscripts, reports, research proposals, departmental notices, using WordPerfect, Microsoft Word, Microsoft Publisher, and other windows compatible programs.
	2.	Use a word processor to prepare documents from plain copy, rough draft, computer files, or from information at hand which is not characterized as production copy.
	3.	Compose and type grant proposals and correspondence requiring knowledge of departmental operations, simple charts, figures, and instructional graphs for publication.
	4.	Compose and prepare various documents for Departmental functions, e.g., brochures, invitations, and programs.

C.	20%	Functions as receptionist for the Department.
	1.	Greet the public.
	2.	Screen and direct visitors.
	3.	Receive and dispense a variety of information (including program requirements and deadlines, etc.)
	4.	Screen and direct calls for the Department. Back-up faculty and staff telephones.
	5.	Assist admissions secretary with over-flow work (e.g., maintain address lists of program information requests, update student mailboxes, etc.).
	6.	Take and forward messages.

D.	15%	Training Faculty, Staff, and Students
	1.	Train faculty and staff on a variety of machines and computer programs including but not limited to: Departmental copier, laser printers, postage machine, fax machine, overhead projectors, word processing programs, office and other communication systems (including email). Train staff on postage meter usage and postal regulations.
	2.	Train faculty and students on audio-visual equipment and check-out procedures. Oversee all equipment check-out.
	3.	Research and trouble-shoot general problems (inclding difficulties with email communication, calling publishers for book information, etc.)

E.	5%	Functions as Clerk for the Department
	1.	Collects, stuffs, seals, weighs, determines postage, and deposits outgoing mail. Distributes incoming faculty, staff, and student mail.
	2.	In and out of house departmental duplicating.
	3.	File miscellaneous departmental forms such as course evaluations and other forms.
	4.	Fax all departmental documents. Distribute all incoming faxed documents.
	5.	Order course texts and desk copies, as needed.

F.	5%	Miscellaneous Instructional Support Duties
	1.	File job and internship listings.
	2.	Update bulletin boards (including academic and classified position listings and TAA communications).
	3.	Deliver documents, when necessary, to various campus offices and retrieve office supplies from the University Book Store.
	4.	Update room schedules, i.e., computer room, conference room, etc.
	5.	Change toner for laser printers, fax machine and copier when needed.
	6.	Responsible for all outgoing and incoming Federal Express/UPS deliveries.
	7.	Assign and label faculty and staff mailboxes.

Knowledge and Skills

Typing/word processing skills required.
Knowledge of academics/academic department operations preferred.