University of Wisconsin - Madison

Position Vacancy ID: 70056

Title: UNIV SERVICES ASSOC 2

POSITION DESCRIPTION

Position No.

Cert/Reclass Request No.

Agency No.

EFFECTIVE DATE

7/27/2008

2850070056

285

NAME OF EMPLOYEE

DEPARTMENT, UNIT, WORK ADDRESS

LINDA AMRHEIN

SMPH/MED MICROBIOLOGY/MED MICRO

MICROBIAL SCIENCES BUILDING

1550 LINDEN DR

CLASSIFICATION TITLE OF POSITION

UNIV SERVICES ASSOC 2

CLASS TITLE OPTION

NAME & CLASS OF FORMER INCUMBENT

Linda Amrhein

AGENCY WORKING TITLE OF POSITION

NAME & CLASS OF EMPLOYEES PERFORMING SIMILAR DUTIES

UNIV SERVICES ASSOC 2

NAME AND CLASS OF FIRST-LINE SUPERVISOR

Theresa Wiklund - Dept Administrator

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

This is a paraprofessional position within the UW School of Medicine & Public Health's Department of Medical Microbiology & Immunology (MMI), working under the general supervision and direction of the Department Administrator. The person in this position provides complex programmatic and administrative support for the educational mission of the Department, as well as programmatic support for the educational component of the Wisconsin Center for Infectious Disease (WisCID) and the Microbes in Health and Disease (MHD) Training Program. Additionally, the position provides some administrative support for the Department's human resources functions.

Must be able to exercise independent judgment, interpret and apply campus graduate admissions and tuition remission/deferral regulations, make complex decisions related to the duties of the job, be highly organized, display individual initiative, work under deadline pressure, use electronic resources effectively, and comfortably interact with a varied customer group.

The Department has taken a leadership role in creating a nationally recognized center of excellence in microbiology at UW-Madison. The new Microbial Sciences Building is the cornerstone of this initiative and houses the campus's two core departments of microbiology, as well as the Food Research Institute (FRI), the Great Lakes BioEnergy Research Center (GLBRC), the Wisconsin Center for Infectious Disease (WisCID), NIH-funded Microbiology Doctoral and Biotechnology training programs, NSF-funded Research Experience for Undergraduates summer programs, and campus microbiology instruction for undergraduate and graduate students. This position plays a critical role in fostering a cooperative relationship among these many entities, maximizing resources and improving efficiencies wherever and whenever possible.

The Wisconsin Center for Infectious Disease (WisCID), established by the UW School of Medicine and Public Health (SMPH) in 2007-08, was created to foster inter-and cross-disciplinary research and training for predoctoral and postdoctoral scientists. The founding of this Center illustrates a campus commitment to nurturing cross-disciplinary research and training in microbiology and infectious disease.

The Microbes in Health and Disease (MHD) Training Program is an NIH-funded T32 training program, designed to bring together faculty trainers from across disciplines, departments, and Schools at UW to train students in the scientific study of beneficial and harmful role of microbes in health and disease. The program knits together campus microbial sciences with clinical infectious diseases and offers a cohesive training environment for both predoctoral and postdoctoral scientists, including physician-scientists.

The Department of Medical Microbiology & Immunology (MMI) is a collaborative and complex unit, serving as a hub of administrative and programmatic support for faculty, staff and students from multiple departments across campus (Department of Medicine and Department of Pediatrics, School of Medicine & Public Health; Department of Plant Pathology, Department of Bacteriology, College of Agricultural and Life Sciences). Administrative services are currently provided to 21 faculty, 6 affiliate faculty, 28 academic staff, 3 classified staff, 53 graduate students, 16 postdoctoral trainees, and 12-25 student hourly employees. The Department co-directs (with the Department of Bacteriology) the nation's third-ranked Doctoral Training Program in Microbiology, which currently trains approximately 100 predoctoral graduate students. The Department administers a Masters of Science degree program, as well as a four-year undergraduate degree program in Medical Microbiology & Immunology.

The Department of Medical Microbiology and Immunology is committed to the highest standard of customer service. Staff will serve as role models by practicing exemplary behaviors when working with faculty, staff, students and visitors.

Goals and Worker Activities

A.	20%	Provide programmatic support to the MMI Department's overall educational mission.
	1.	Serve as primary contact for MMI timetable, working with campus TACS personnel, as well as instructors in MMI, to ensure MMI courses are reflected accurately and according to instructor needed in the UW timetables. Using ISIS, enter timetable information to set up courses (lectures, discussion sections, dates, times, instructors), make room reservation requests after consulting with course chair on audiovisual needs and enrollment expectations, set enrollment capacities and permissions, etc. Also request rooms as needed during the academic year for special events such as exams.
	2.	Generate and process tuition deferral and tuition remission lists each semester for all graduate students paid from funds administered through the Department of Medical Microbiology & Immunology. Work with department financial staff to ensure funding sources charged for tuition deferrals are correct. Interact with campus staff to process such lists in a timely and accurate manner.
	3.	Assist instructors in obtaining course rosters during the semester, setting up email lists for courses, submitting grades, processing electronic grade changes, uploading lecture and other course materials to the campus "Learn@UW" system, and other course-related activities.
	4.	Facilitate late adds and drops to MMI courses, showing students how to complete appropriate forms according to campus enrollment guidelines, and explaining the process to instructional staff as needed.
	5.	Serve as staff to organizing committees for annual campus research retreats and other educational meetings sponsored by MMI. Provide clerical assistance in compiling poster and talk abstract books, organize and distribute meeting agendas, and solicit feedback from retreat attendees for improving future gatherings.

B.	20%	Provide programmatic support to the Department's graduate student degree program, managing the MMI Master's Degree (M.S.) program.
	1.	Respond to M.S. admission inquiries, preparing and sending appropriate admission information letters and program materials to potential students.
	2.	Maintain computer listing of M.S. inquiries and active M.S. applications.
	3.	Utilize University databases and/or work with Graduate Admission Offices, International Students Office and all pertinent University departments and programs to assemble and maintain up-to-date, accurate files on each M.S. applicant.
	4.	Contact individual M.S. applicants to complete applications.
	5.	In a timely manner, submit complete M.S. applications to faculty Admissions Committee for review.
	6.	Inform all M.S. applicants of Admissions Committee decision regarding admission.
	7.	Maintain contact with M.S. students through their educational program, monitoring progress towards degree. Verify students are enrolled each semester. Advise students of gaps in progress, providing information and guidance regarding degree requirements, thesis proposal requirements, timelines to degree, course enrollment, thesis committee membership rules, etc.
	8.	Serve as staff to the department's M.S. Admissions Committee, attending meetings as needed to provide advice on campus rules, regulations, policies and procedures governing the Master's Degree process. Research topics such as enrollment trends, student demographics, etc., as directed by Admissions Chair. Provide Department Administrator and M.S. Program Director with ad hoc reports regarding the degree program, as requested.
	9.	Maintain up-to-date graduate fellowship and scholarship information, keeping Admissions Committee members/chair and Department Administrator informed of deadlines and preparing application materials for appropriate students
	10.	Prepare Request for Warrant forms, making sure information is complete, accurate, and has been approved by the student's major professor/thesis committee. Ensure forms are on hand when thesis committees meet.
	11.	Remain current on policies and procedures by attending applicable workshops and seminars, and by receiving all correspondence.
	12.	Act as primary resource person regarding M.S. degree program alumni; develop and maintain database of alumni addresses, current positions, honors received, etc.; correspond with alumni as part of departmental alumni relations activities.

C.	15%	Provide instructional support to the MHD pre- and post-doctoral Training Program, to the UW's Microbiology Doctoral Degree Program (jointly administered by the MMI and Bacteriology Departments), and to the MMI undergraduate degree program.
	1.	Verify all PhD students holding MHD traineeships are enrolled each semester, per NIH traineeship requirements.
	2.	Assist MHD trainees in inviting and scheduling outside speakers each year. Track costs associated with these speakers, and work with department financial staff to ensure costs are appropriately coded and processed in a timely manner.
	3.	Assist with recruitment and orientation activities associated with the campus Microbiology Doctoral Degree Program. Reserve meeting rooms, arrange lodging, catering, scheduling, etc. Assist applicants with travel arrangements, maps, schedules, parking, building and room locations, etc.
	4.	Provide guidance to undergraduate students on how to declare a major in Medical Microbiology & Immunology. Direct students to undergraduate advisors, provide information on form(s) needed, and provide information on how to obtain MMI undergraduate degree information via the web.

D.	15%	Serve as Department's Employee Benefits counselor.
	1.	Counsel all department employees (faculty, staff, graduate students, postdoctoral trainees, visiting research staff, etc.) on employee benefits available to them; provide employees with benefits information; assist new employees in completion of benefits forms and follow up to ensure forms are submitted in a timely manner; maintain copies of completed benefits forms.
	2.	Act as resource person for department employees having questions about benefits and leave accounting, researching questions and providing timely answers.
	3.	Collect and enter monthly Unclassified Leave Accounting (UCLA) data as reported by faculty and academic staff; ensure leave reports comply with campus policies and procedures; maintain leave report files and provide summary reports on leave usage to Administrator as needed.
	4.	Monitor classified leave usage, serving as the departmental resource to classified employees regarding campus usage policies and procedures.
	5.	Verify employment eligibility of new employees according to campus and INS rules: examine evidence of identity and employment eligibility, complete INS I-9 forms according to the rules and timelines outlined by campus; update I-9 forms as required by INS rules, and maintain department I-9 file.
	6.	Act as liaison with School of Medicine & Public Health and Campus offices regarding benefits, employment eligibility, and unclassified leave transactions and reports.
	7.	Remain current on policies and procedures by attending applicable workshops and seminars, and by receiving all correspondence.
	8.	Inform Administrator of campus policy and procedure changes and make recommendations regarding departmental policies and procedures related to these areas.

E.	15%	Coordinate travel and related transactions for current employees and employes-in-training, visiting speakers, consultants and job applicants.
	1.	Prior to travel, advise faculty, staff, students and visitors on travel reimbursement rules and regulations.
	2.	For visitors including speakers and job applicants, make travel arrangements, confirming schedules and itineraries, and processing vendor invoices for payment.
	3.	Work with faculty host or Department Administrator to arrange honorarium payments for invited speakers or consultants.
	4.	Prepare and process travel-related requisitions, direct-charge transactions, Travel Expense Reports (TERs) and Payment to Individual Reports (PIRs) as needed in an accurate and timely manner.
	5.	Remain current on travel policies and procedures by attending applicable workshops and seminars, and by receiving all correspondence

F.	5%	Serve as Building Access coordinator for MMI department faculty, staff, students and visitors.
	1.	Following campus, building and department policies and procedures, authorize new faculty, staff, students and visitors for access to appropriate locations in the Microbial Sciences Building (this includes access cards and distribution of keys).
	2.	As employees leave MMI, deactivate access cards and retrieve keys.
	3.	Regularly (at least twice per year) check with department supervisors to ensure persons holding active access cards and keys are still authorized to do so; if not, immediately deactivate access card and initiate procedures for key collection.
	4.	Maintain appropriate files and electronic records so as to be able, at any point in time, to identify who has access to any room under MMI control.

G.	10%	Perform other duties as assigned.
	1.	Work with supervisors and student hourly employees to ensure proper completion and submission of appointing paperwork, bi-weekly hours worked via Kronos, hourly pay rate increases, and in the timely collection of properly-completed timesheets. Conduct regular reviews of student hourly enrollment to ensure FICA tax is handled appropriately and student is appropriately enrolled.
	2.	Process bi-weekly classified payrolls, routing to Administrator for review and departmental approval.
	3.	Order office supplies as directed by Department Administrator.
	4.	By reviewing current literature and through networking with colleagues, evaluate new products and/or new processes or procedures that might boost productivity of position. Make recommendations to Department Administrator regarding these changes.
	5.	Share office receptionist-type duties with other office staff. This includes answering phones, assisting lab personnel in package shipments, and handling walk-in traffic.
	6.	Perform other tasks and errands as required or directed by department administrator.

Knowledge and Skills

Ability to interpret and apply department, School and campus policies, procedures, regulations, and guidelines regarding graduate admissions, degree program requirements, tuition remission/deferral and enrollment.
Knowledge of department, School and campus information processing concepts, terminology, programs and applications. Includes, but is not limited to: ISIS, GWIS, SARA, WISDM, Excel.
Demonstrated problem solving skills and problem management concepts.
Well-developed analytical, organization and time management skills
Demonstrated ability to effectively communicate and work with diverse constituencies. Strong oral and written communication skills.
Experience providing technical assistance to diverse audiences with a broad range of accounting backgrounds.
Must be able to work independently and be self-motivated.
Experience and passion for working as a member of a team, sharing common goals and mission.
Demonstrated commitment to courteous, sincere, and sensitive customer service, as well as patience, tolerance, and appreciation of diversity.