Academic Affairs Office Coordinator

The Academic Affairs Office Coordinator for the College of Agricultural and Life Sciences (CALS) serves as a first point of contact for students, campus employees, and the public connecting with the Office of Academic Affairs. This position also coordinates many of the day-to-day operations of the office and CALS Student Center in direct support of the undergraduate student experience. This includes, but is not limited to, coordinating event planning logistics for programs like the new student welcome, prospective student open house events, and commencement celebrations, office-wide purchasing and expense tracking, website maintenance, creating basic event advertising and marketing materials, managing multiple office-wide email accounts, curating the weekly undergraduate student newsletter and managing the student center reservation calendar. The Office Coordinator also assists in updating student records and supporting existing processes such as declaring student majors, monitoring and tracking curriculum changes, and scheduling academic petition meetings. The individual filling this role must work well with students and guests, faculty, staff, administrators, and community partners in a cooperative and collaborative atmosphere.

The Office of Academic Affairs serves as the academic dean's office for all undergraduate students in the college and works with departments to maintain all academic programs including graduate and undergraduate programs. CALS offers over 20 undergraduate majors, plus an undecided and exploring option, spanning a wide array of disciplines and also provides college advising services for students exploring majors and academic interests. The Office of Academic Affairs administers the college prospective student outreach and recruitment, undecided and exploratory advising services, career services, honors programs, QuickStart summer program, study abroad, scholarship programs, curriculum and advising oversight, and other academic and student affairs services. The office is a team-based environment and works in close collaboration with academic and administrative departments to serve all students through their time on campus and into future career paths.

• Proofreads and reviews documents using established standards and rubrics

• Coordinates usage of the CALS Student center, approving space reservations

• Coordinates office wide budget tracking for Academic Affairs

• Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums

• Serves as a first point of contact for individuals and groups, provides basic organizational information via phone, in person and through other communication mediums, and routes more complex inquiries to the appropriate entities

• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations

• Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures

• Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision

Office of Academic Affairs

The anticipated salary range for this position is $23.00 - $26.25/hr. However,

final salary will depend on experience and qualifications. Employees in this

position can expect to receive benefits such as generous vacation, holidays, and paid time off; competitive insurances and savings accounts; retirement benefits. Additional benefits information can be found at: https://www.wisconsin.edu/ohrwd/benefits/download/univstaff.pdf

- Demonstrated strength in communication skills, both verbal and written (e.g., attention paid to language and grammar, professional emails, memos, reports to internal and external audiences; responding to inquiries from colleagues or customers; adjusting communication style as needed; attention to detail; initial point of contact for general questions and requests)

-Multicultural awareness and competence; ability to work in a diverse environment and serve students and families and community partners from a wide variety of backgrounds

- Organizational and time-management skills that include: problem-solving, multi-tasking, prioritizing, and meeting deadlines

-Works collaboratively and cultivates relationships with internal and external partners (e.g., internal colleagues at the College, faculty and staff, related and relevant positions around the university, etc.)

-Experience using computer software/programs (e.g., Zoom, Teams, and/or WebEx; word processing; spreadsheets; email programs; newsletter programs like Eloqua; Wordpress; databases, etc.)

-Developing basic event marketing materials (e.g., posters, newsletters and social media posts, etc.)

-Supporting event management and implementation (e.g., ordering catering, creating and tracking invitations, etc.)

High School Diploma preferred

Please note, there is only one attachment field. You must upload all your documents into the one attachment field.

-Resume (required) - Detail your educational and professional background

-Cover letter (required) - Refer to your related work experience

It's important that your cover letter and resume reflect your experience for this position related to the Qualifications section. Your application materials will be used during our evaluation to determine your qualifications as they relate to the job. The most qualified applicants will be invited to participate in the next step of the selection process.

Finalists will be asked to provide contact information (phone and email) for three references, one of which must be a current or former supervisor. References will not be contacted without prior notice.

Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without need of employer sponsorship) on or before the effective date of the appointment. University sponsorship is not available for this position.

Sonia Parker, CALS HR Generalist

608-890-2547

sonia.parker@wisc.edu

Diversity is a source of strength, creativity, and innovation for UW-Madison. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the university community. We commit ourselves to the pursuit of excellence in teaching, research, outreach, and diversity as inextricably linked goals.

The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background - people who as students, faculty, and staff serve Wisconsin and the world.

The University of Wisconsin-Madison is an Equal Opportunity Employer.

Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, national origin, age, pregnancy, disability, or status as a protected veteran and other bases as defined by federal regulations and UW System policies. We promote excellence by acknowledging skills and expertise from all backgrounds and encourage all qualified individuals to apply. For more information regarding applicant and employee rights and to view federal and state required postings, visit the Human Resources Workplace Poster website.

To request a disability or pregnancy-related accommodation for any step in the hiring process (e.g., application, interview, pre-employment testing, etc.), please contact the Divisional Disability Representative (DDR) in the division you are applying to. Please make your request as soon as possible to help the university respond most effectively to you.

Employment may require a criminal background check. It may also require your references to answer questions regarding misconduct, including sexual violence and sexual harassment.

The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. sec. 19.36(7).

The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. UW-Madison will provide a paper copy upon request; please contact the University of Wisconsin Police Department.