| A. | 15% | Graduate Program Coordinator |
| | 1. | Independently respond to written and/or verbal inquiries regarding the Graduate Program which includes interpreting and explaining program course requirements and the preparation of various correspondence as warranted. |
| | 2. | In a confidential manner develop and maintain all files and records relating to graduate student applicants. Independently correspond with applicants to inquire about missing information, procedures for admission, deferred admission, etc. Inform the Graduate Program Committee on the status of each applicant. |
| | 3. | In a confidential manner develop and maintain all files and records relating to individual graduate students in the Department of Landscape Architecture. |
| | 4. | On behalf of the Graduate Program Committee, advise and assist graduate students and faculty on procedures and requirements for thesis submissions, warrant requests, and graduation requirements. In conjunction with the student's individual Master's Program Committee, determine if students have fulfilled all graduation requirements. Advise and assist graduate students so they are aware of potential problems in various aspects of the graduate process. Answer questions as appropriate such as how to re-enter a program after a period of absence, etc. Inform the Graduate Program Committee of any situations requiring action. This requires knowledge of Departmental and Graduate School criteria. |
| | 5. | Independently develop and maintain a computerized data base of all current and past graduate students to include name, current address, advisor, research thesis title, and current employment. |
| | 6. | Oversee the Welcome Orientation Meeting for all new graduate students. Arrange meeting location, send notices to incoming graduate students, and assist with document preparation. |
| | 7. | In conjunction with the Graduate Program Committee design, revise, and produce the department's graduate admission brochures and related materials using desktop publishing techniques. |
| | 8. | Maintain and assign graduate student mailboxes ensuring that all eligible graduate students have been assigned a mailbox and have knowledge of mailbox location. Create and maintain current email list of all graduate students and distribute information as directred. |
| | 9. | Notify the Graduate Program Committee of various awards and/or scholarship opportunities available to graduate students. Insure that the committee has a listing of all students eligible for the awards and/or scholarships by computing cumulative grade point averages and submitting a listing in ranked order to the committee for review. |
| | 10. | Assume liaison role with the Graduate School. Problem solve to address issues relating to admissions and the admission process. |
| | 11. | Develop and maintain a system to control access and provide security for the use of the Departmental Master's Thesis Library. Compile and maintain an up-to-date listing of the Departmental Master's Theses for use in reports and research endeavors. |
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| B. | 22% | Undergraduate Student Program Coordinator |
| | 1. | Respond to written and or verbal inquiries regarding the Undergraduate Programs. Direct requests to appropriate faculty members. |
| | 2. | Develop and compile admission applications and materials for students applying to the Department ALA program. Verify the eligibility of all applicants by analyzing records to insure that all core courses have been taken and that all course substitution(s) and/or deficiency waivers have been approved by the student's advisor(s), etc. Provide the Undergraduate Program Committee with a ranked listing of all eligible students who have applied to the ALA program indicating results of analyzed data. |
| | 3. | Compose and mail letters informing students of the status of their application (admitted, rejected, on probation). Monitor the return of acceptance letters and inform the Undergraduate Program Committee of the status of each applicant. |
| | 4. | Notify the Office of Academic Student Affairs in CALS of students accepted in the professional ALA program so that their classification can be changed to ALA. |
| | 5. | Set up folders for new undergraduate students entering the program (PLA, ALA, ANR) and transfer PLAs accepted into the ALA Program to the ALA section. Review, take action if necessary, and file information relative to each student as it is received from Academic Student Affairs, etc. |
| | 6. | Assign and maintain undergraduate mailboxes. |
| | 7. | At the end of each semester, pull records of students who have graduated and re-file with other "graduated" student records. Enter information on students graduating into the Alumni file and notify the campus Alumni Office. |
| | 8. | Prior to the end of the semester, prepare Teaching/Course Evaluation packets for teaching faculty for distribution to students. Tabulate and file evaluation results. |
| | 9. | Create and maintain current email list of all undergraduate students and distribute information as directed. |
| | 10. | Maintain current list of students and their advisors, updating list as changes occur.
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| | 11. | Add deposits to and assist students with printing accounts. |
| | 12. | Independently maintain data base of current PLA, ALA, and ANR students, updating each semester. Provide the computer technician copies of class rosters each semester for key accessibility to Hiram Smith and Ag Hall. Nofity computer technicaion of changes as necessary. |
| | 13. | Inform the Undergraduate Program Committee of various awards and/or scholarship opportunities available to our undergraduate students. |
| | 14. | Provide the Undergraduate Program Committee with a listing of all students eligible for awards and/or scholarships by independently analyzing student records to determine class ranking (i.e., Junior, Senior, etc.) within each of the three undergraduate majors. Submit a listing in ranked order to the committee for their review. |
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| C. | 15% | Timetable and Registration Coordinator |
| | 1. | Prepare and enter timetable data using ISIS, being sure to include all information on courses and sections to be taught, footnote information, room requests, registration limits, and controls. |
| | 2. | Maintain familiarity with all timetable-related transactions through ISIS. Edit and proofread draft copies of timetable, and provide faculty and curriculum committee with copies for their review. Review the timetable before final submission to ensure that departmental information listed in the timetable is correct. |
| | 3. | Coordinate cross-listings with other departments. |
| | 4. | Enter authorized registrations through ISIS in a timely fashion. |
| | 5. | During registration period, track and tally course enrollments in all sections, adjust registration limits as required and open, close, cancel, or create sections. Set up and maintain waiting lists for filled courses as instructed by the Chair. |
| | 6. | Coordinate all special room requests in a timely fashion. |
| | 7. | Print copy of class rosters each semester for the Department and file. Confirm that all faculty and instructors have turned in their grades each semester. |
| | 8. | Place advisor holds in accordance with CALS Academic Student Affairs Office. Remove advisor holds after students have seen their advisor and they hand in their registration advising form that has been approved and signed by their advisor. |
| | 9. | Authorize graduate students to register for appropriate research credits and independent study courses. |
| | 10. | Each semester request and collect course syllabi from all teaching staff and maintain records as a reference file. |
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| D. | 3% | Alumni Records |
| | 1. | Develop and maintain a computerized database of all alumni including name, current address, degree obtained, etc. |
| | 2. | Act as a liaison with the University, UW Foundation, WI Alumni Association Office, and American Society of Landscape Architects, to monitor and coordinate alumni records to trouble-shoot, share, and correct information as warranted. |
| | 3. | In conjunction with the Communications Committee, assist in the design and development of various alumni surveys. |
| | 4. | Develop a letter of thanks and acknowledge gifts received from a variety of sources including faculty, staff, students, and alumni. Maintain donation records. |
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| E. | 15% | Personal Assistant to the Department Chair |
| | 1. | Independently screen and route telephone calls and visitors for the Chair in a confidential manner. Using discretion and a high level of judgment, make decisions as to independently provide information, direct visitors/callers to another appropriate individual, and/or as needed schedule an appointment. |
| | 2. | Organize phone messages for the Chair. As appropriate, assist in returning calls that convey information on behalf of the Chair. Research and provide additional information to the Chair to assist in responding to telephone calls and inquiries. |
| | 3. | Establish and maintain a departmental filing system for the Chair on all items pertaining to administration. |
| | 4. | Coordinate and arrange meetings for the Chair. Using a high level of judgment, coordinate meeting schedules by knowing who is crucial for a particular meeting and chosing a time when most of the parties involved can attend. |
| | 5. | Audit and analyze prepared material associated with departmental nominations of faculty fellowships, teaching awards, named professorships, and alumni honorary degrees, etc. |
| | 6. | Audit, analyze, and assist in the annual review process of the faculty's professional activity report. Design format and oversee collection of data to ensure that deadlines are met. Independently review and inform faculty of missing or deficient materials. |
| | 7. | Independently audit, analyze, and assist Chair in a confidential manner in responding to various reports. Using a high level of administrative decision making authority, develop surveys, analyze data, and prepare charts and graphs which responds to reports such as the ASLA Accreditation issues, alumni job analysis reports, faculty annual CRIS reports, CELA reports, Departmental publications lists for CALS, Departmental reviews, College reviews, etc. |
| | 8. | Assist with other duties as requested by the Chair. |
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| F. | 20% | Production Coordinator for the Extension Program and for Department Newsletters, Publications, Webpage |
| | 1. | Design and produce reports, bulletins, manuals, tables, questionnaires, forms, etc., utilizing the various software programs available to ensure finished products are presented in a professional manner. |
| | 2. | Oversee the development of the Department Newsletter and the LAPD. In conjunction with the faculty member who serves as the newsletter editor, edit and lay out articles independently. From a rough copy, make decisions regarding format, design, and style. Using desktop publishing techniques, provide a camera-ready product for final publication. |
| | 3. | Working from a rough copy, make improvements in the working format, design, and style of various types of Extension publications. Provide camera-ready products for final publication using desktop publishing techniques. |
| | 4. | Assist Extension faculty in preparing presentations, reports, and class materials. |
| | 5. | Work with the Jensen/Longenecker Banquet Committee to arrange program, food, and awards for the annual student awards banquet. |
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| G. | 10% | Department Administrative and Clerical Support |
| | 1. | Compile public requests for service and student job opportunities and post these for student and faculty to view and respond if desired. |
| | 2. | Distribute incoming mail and post and distribute outgoing mail daily. Sort building mail per Ag Hall mailroom schedule. Responsible to trade with another department/find replacement, if you cannot cover mailroom duties (per mailroom guidelines). |
| | 3. | Under the direction of the Academic Department Specialist, process requisitions, direct charges (memberships, registration fees, etc.), and travel expense reports. Order copy cards and create MD accounts for faculty as requested. |
| | 4. | Annually establish blanket orders as directed by the Academic Department Specialist. |
| | 5. | Reserve fleet vehicles for faculty and initiate forms for proper signature and forward to appropriate person. |
| | 6. | Monitor supply usage, inventory monthly, and order supplies as directed by the Academic Department Specialist. |
| | 7. | Prepare and enter bi-weekly student hourly and LTE payroll as directed by the Academic Department Specialist. |
| | 8. | Other duties as requested by Academic Department Specialist and faculty. |
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