University of Wisconsin - Madison

Position Vacancy Listing

PVL # 222120

Position Summary:
Under the general supervision of the Academic Department Manager, the University Services Program Associate (USPA) functions as the primary contact person for the department and provides critical support for the Department Chair, Department Manager and event coordination for the Communications Specialist. This detail- oriented position requires excellent administrative, organization, and communication (oral, written, and electronic) skills as well as computer proficiency. It requires considerable professionalism, confidentiality, independent initiative, sound judgement, analytic ability, and problem-solving skills.

The Department of Mechanical Engineering has a large population of international students and staff. We strive to foster a respectful, diverse, equitable and inclusive environment for all. This position will need to communicate with a diverse variety of internal and external constituencies and be able to adapt to meet their needs.

Principal duties:
Provide administrative support to Department Chair, Academic Department Manager and the Mechanical Engineering Department (ME). (40%)

- Serve as department initial point of contact for students, other UW-Madison departments, general public, peer institutions, faculty and staff. Screen visitors and telephone calls to Chair and department. Answer questions when able; route inquiries to appropriate individual/office.
- Manage incoming mail for Chair. Maintain Chair's calendar and inform Chair of upcoming meetings and events.
- Assist Chair with scheduling Department meetings
- Monitor departmental e-mail accounts. Respond to requests for information or materials; direct inquiries as appropriate.
- Meet with Chair and Administrator as needed to discuss priorities and tasks related to management of department office
- Work with Administrator to develop, implement, and maintain front office policies and procedures concerning graduate desk space allocation, key distribution, room reservations, hard copy and electronic file management, supply inventory and maintenance, mailing systems, etc.
- Assist Chair with special projects and reports requiring data acquisition and analysis. Draft reports and correspondence based on Chair's guidance.
- Oversee maintenance and operations of copier; order office supplies as needed.
- Assist Administrator in hiring student workers in support of department; assist with assigning daily work activities, scheduling work hours, and training.
- Assist with department conference room reservations; manage space according to departmental and college policies. Locate and reserve meeting rooms on campus for faculty, staff, and students. Coordinate with other departments for use of rooms, as required.
- Oversee management of department access control (physical keys and electronic access cards) policies and procedures; ensure proper documentation and records are maintained.
- Assist with collection and distribution of USPS, FedEx, and UPS mailings; forward mail when necessary. Monitor postage and mailing supplies; determine when supplies should be restocked. Process FedEx and UPS billing; ensure appropriate accounts are charged.
- Assist with daily oversight of parking passes/permits. Work with Risk Management to ensure compliance with university and state regulations.
- Interpret university, college, and department policies, procedures, and directives. Distribute information, as necessary. Follow up to ensure proper procedures are followed, responses are developed, and deadlines are met.

Conference and Event Planning and Management (35%)

- Coordinate arrangements for visitors invited to campus, including hotel reservations, transportation needs; coordinate resulting reimbursements. Work with other department and college staff, as required.
- Assist ME Communications Specialist with coordinating departmental colloquiums, meetings, and retreats; reserve facilities, arrange catering services, prepare documents and materials.
- Process payments for events and visitors following university policies and procedures. Provide Financial Specialist with receipts and required supporting documentation.
- Coordinate scheduling, guest invites, event logistics, take attendance and assist Chair with Graduate Seminar.

Assist with financial transaction processing (25%)

- Prepare and process orders for supplies, equipment, and services purchased by the department. Resolve ordering, shipping, and invoice payment problems between personnel, vendors, UW-Madison Business Services, and the College of Engineering.
- Serve as backup for purchasing for Financial Specialist. Process payments following department and university policies and procedures. Ensure all supporting documentation is retained.
- Serve as backup approver for travel reimbursements to ensure adherence with university and state regulations. Provide guidance and requirements to staff to ensure all necessary documentation and justifications are included. Obtain required signatures and route requests for approval, as required.
- Serve as alternate for specific departmental reimbursement requests and the Chair.
- Manage FedEx account mailings. Process billings and charge appropriate accounts.

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