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Visual Arts Programs Assistant
Milwaukee, WI
Job Description
Visual Arts Programs Assistant
University of Wisconsin - Milwaukee
Position Number: 00832455
Introduction (Description of School/College/Dept/Program)
Job Summary
The Visual Arts Programs Assistant supports the Departments of Art & Design and Film, Video, Animation & New Genres, under the direction of the Visual Arts Programs Manager. This position is responsible for assisting in the daily operations of the academic areas with administrative tasks related to program administration. Duties are focused on correspondence and digital record keeping; the processing of personnel, academic, and financial paperwork; coordinating hourly staff appointments; and assistance with course and room scheduling. The Visual Arts Programs Assistant must be able to prioritize multiple tasks while exercising strong attention to detail; effectively communicate with faculty, staff, and students to provide general administration and program support; and apply problem-solving skills to both anticipate and react to urgent requests or necessary changes, in accordance with established policies and procedures.
Job Responsibilities:
- Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums.
- Attends all department meetings and facilitates department-wide surveys.
- Secures resources for classes, events, meetings, travel, and other Visual Arts activities.
- Serves as Schedule Builder for Visual Arts schedule of classes.
- Assists with event coordination and on-site preparation.
- Recruits and schedules figure models for Painting & Drawing courses and coordinates student appointments upon request.
- Enters or approves hours for hourly staff and assists supervisors when needed.
- Monitors and maintains digital organizational systems and manages Outlook calendars and groups.
- Uses Excel and SharePoint Lists to collect, analyze, and track program-related data and documents.
- Coordinates requests for payments and purchases, tracks expenses diligently, and maintains records for Program Manager's review.
- Corresponds with visiting artists, independent contractors, and businesses to initiate and complete payment and purchasing procedures; and performs multiple but necessary follow-ups to close outstanding requests.
Work will be performed primarily on the UW-Milwaukee campus, with requests for some remote work considered after the initial training period. Hybrid work options may be available with specifics regarding work location requirements discussed during the interview process.
This position is expected to start on July 9th, 2024.
Minimum Qualifications - High school degree or equivalent
- At least one year of administrative experience
- Proficiency in word processing, emailing, and using spreadsheets
- Experience with web-based services for productivity (e.g., Microsoft 365, Google Drive, Dropbox)
Preferred Qualifications - Vocational, college, or university attendance and/or degree
- Knowledge of standard office practices and procedures with strong focus on service and communication
- Familiarity with financial and purchasing practices and procedures•Possess excellent written and oral communication skills
- Possess strong organizational and project management skills
- Evidence of ability to be flexible, creative, and adaptive in a changing environment
Application Instructions - Applicants will be expected to provide:
- A Resume
- A cover letter that addresses the candidate’s professional level work experience as it relates to all required and preferred qualifications.
- A list of three professional references with contact information
In instances where the Search and Screen Committee is unable to ascertain from a candidate’s application materials whether they meet any of the qualifications, they will be evaluated as not meeting such qualifications.
Application Notes
For this position, applicants are required to apply online. UWM will not consider paper, emailed or faxed applications. Additionally, applicants must complete all required fields and attach any required documents. The process is complete when the message “Your application has been submitted” is displayed and you receive a confirmation number.
Legal Notices AA/EO Statement
UWM is an AA/EO employer: All applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, sexual orientation, gender identity/expression, disability, or protected veteran status.
Reasonable Accommodations
UWM provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability, please contact uwm-jobs@uwm.edu or 414-229-4463. This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.
Confidentiality of Applicant Materials
UWM is a State agency and subject to Wisconsin’s Open Records Law. UWM will not, however, reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsin’s Open Records law. In certain circumstances, the identities of “final candidates” and/or the identity of the appointed applicant must be revealed upon request.
CBC and Reference Check Policy
Employment will require a criminal background check. UWM takes the prevention of sexual misconduct seriously. As such, you and your references will be required to answer questions regarding any past findings of sexual violence and sexual harassment or any pending allegations of sexual violence or sexual harassment.
Annual Security and Fire Safety Report (Clery Act)
For the UWM Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see http://www.cleryact.uwm.edu/, or call UWM’s Dean of Students Office, Student Union 345 at (414) 229-4632 for a paper copy.
Employment Authorization
In compliance with federal law, all persons at the time of their start date will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.
To apply, please visit: https://jobs.uwm.edu/postings/38837
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Job Summary
Employment Term and Type
Regular, Full Time
Required Education
High School or Equivalent
Required Experience
1+ years
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