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Job No. 139327

  • Job Title:
  • University Services Program Associate
  • Employer:
  • University of Wisconsin-River Falls
  • Location:
  • River Falls , WI
  • Posting Date:
  • 13-Sep-2018
  • Description:
  • Position Summary
    This position provides administrative support to an academic Dean’s Office. The person in this position receives guidance and direction from the Dean’s Office staff on various tasks but, is expected to work independently on implementation and follow-through, exercising discretion to make most decisions, and consulting other office staff when needed. The position description that follows is not intended to identify every duty that may be assigned to this position, but to outline the major responsibilities and provide a guide to the level, nature and character of the work.

    Coordinate office activities dealing with faculty, staff, students and the general public (30%)
    1. Act as a liaison between the Dean’s Office and faculty, staff, students and the general public; respond to inquiries and refer, direct or guide people to appropriate person or office; take messages as needed
    2. Schedule appointments and meetings for the Associate Dean monitor and update electronic calendars
    3. Initiate communication to obtain information for the Associate Dean and Farm Director
    4. Operate computers, fax machine, copy machines; assist or train others in usage.
    5. Issue and record parking permits for visitors
    6. Update building directories and student organization directory as needed
    7. Monitor office supplies, order items as needed or as requested
    8. Complete requisitions, work orders, expense reports, deposits, etc. and route to appropriate office
    9. Maintain and update College phone directories.
    10. Maintain current listing of all CAFES student organizations, including names and contact information of club officers and faculty advisors
    11. Respond to faculty, staff, student requests to locate rooms at the lab farms for various events or meetings; check options in room scheduling/room reservation system, confirm reservation
    12. Maintain an orderly filing system, create new files when necessary, purge old files and move appropriate items to long term/archival storage or shred
    13. Assist with any needs related to Academic Day including room reservations and set-up, create agenda and distribute to the College
    14. Coordinate vacation schedules with Dean Assistant
    15. Participate in on-campus and off-campus professional development activities as appropriate
    16. Ensure student organizations and student workers are EO 54 compliant.
    17. Other general office duties as assigned

    Coordinate activities related to student academic needs (confidential) (10%)
    In general, assist students with various questions related to their academic needs – registration, major/minor/advisor changes, readmission process, add/drops, late drops, withdrawals, program exceptions, etc. Provide guidance on the various procedures, direct students to appropriate office, secure signatures from Associate Dean, retain copies and forward paperwork as needed.
    1. Accurately answer questions from students and parents regarding probation, suspension and readmission; advise them on requirements and procedure to be followed for readmission
    2. Review and document student requests for readmission following University procedures
    3. Schedule appointments requesting readmission with the Associate Dean
    4. Compile complete confidential records and correspondence for each student including Degree Audit Report (DAR) or unofficial transcript for the Associate Dean to review prior to interview
    5. Scan letter to student with conditions of readmission; forward to Admissions, Registrar, Advisor, Financial Aid, and CAFES Supplemental Advisor
    6. Serve as liaison between Admissions and CAFES Dean’s Office regarding suspended and readmitted students
    7. Compile data and prepare semester report regarding the tracking of suspended and readmitted students for review by Associate Dean as requested
    8. Prepare folders for Supplemental Advisor on all readmitted students

    Assist the Associate Dean with any student advising responsibilities
    • Schedule appointments for advising
    • Procure DAR as needed
    • Process standard requests such as drop/adds, late drops, excess load forms, etc.

    Administrative activities related to the College Farms (10%)
    1. Schedule use of farm facilities for academic and non-academic purposes i.e. student organization events, sales, tours
    2. Develop compost sale postcards and advertisement. Update mailing list spreadsheet after every sale in the fall and spring. Deposit funds weekly.
    3. Prepare rental agreements, invoice clients, track status of payments
    4. Prepare requisitions, forms for use on the farms, correspondence, reports, tour information, pro-card statements, cell phone charges monthly, weekly deposits and other materials as requested by the Farm Director
    5. Other duties related to the Farms as requested by the Dean’s Office staff or Farm Director

    Coordinate activities related to the CAFES Awards banquet (5%)
    This task is to be done in collaboration with the Dean Assistant who manages scholarship awards, as presentation of the scholarship awards comprises the main event at the banquet.
    1. In consultation with Dean’s Office staff, reserve facilities, arrange for room set-up, equipment needs, catering and food donations
    2. Coordinate with the student advisory council in arranging presenters
    3. Obtain information from faculty and student organizations for banquet program
    4. Create banquet program and print tickets
    5. Coordinate ticket sales in consultation with Dean’s Office staff
    6. Reconcile budget, make deposits, track expenses, pay bills

    CAFES Internships (45%)
    Provide administrative support for the CAFES Internship Program. The individual performing this task receives guidance and direction from the Director of the CAFES Internship Program but, is expected to work independently on implementation and follow-through, exercising discretion in making decisions, consulting the Director and/or Faculty Coordinators as needed.

    Greet and assist students, faculty, and employers who contact or come to the CAFES Dean’s Office regarding requests for information and respond appropriately.

    1. Determine eligibility, provide application forms, and answers to questions about the program to students, faculty, and employers
    2. Coordinate communications between employers, faculty coordinators and students. Assist in development of presentations and forms relating to internship communications
    3. Compose internship postings from information from employers, or faculty, keeping accurate records
    4. Develop, organize and maintain spreadsheets of internship employers, positions and students who are involved with internships
    5. In consultation with the Director, plan dates, reserve rooms, prepare necessary paperwork and assist with the Informational Sessions, Pre-work Seminars, and Post-work Seminars
    6. Coordinate the internship registration process for CAFES students including; acquire registration permission numbers, send student pre-work folders, applicaton and registration forms.
    7. Maintain accurate records of materials and distribute to appropriate faculty coordinator
    8. Compose and send thank you letters every semester to internship employers
    9. Hire, train, and supervise student assistants for the CAFES Internship Program
    10. Maintain fiscal records, verify accuracy
  •  Contact information:
  • University of Wisconsin-River Falls
  • River Falls, WI 54022
  • United States
  • Employer's Website:
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