University of Wisconsin-Madison
Music and Theatre Arts: Department Assistant
University of Wisconsin-Madison, Bryant, Wisconsin, United States, 54418
Music And Theatre Arts: Department Assistant
One full-time (1.0 FTE
40 hours per week) university staff position is available in the Department of Music and Theatre Arts with an estimated start date of October 20, 2025, or as soon as possible. The official title of this position is Department Assistant (AD085 salary grade 18). This is an expected-to-continue assignment which requires a six-month probationary period. The expected hourly hiring salary will be $19/hour. Full UW-System benefits apply. This position reports to the Chair of the Department of Music and Theatre Arts. Demonstrated flexibility, multitasking, teamwork skills, and excellent communication and organizational abilities. Demonstrated operational knowledge of MS Office Suite, including MS Outlook, MS Excel, and MS Word. Demonstrated knowledge of standard office operations, including the ability to handle time-sensitive and confidential information. Ability to coordinate departmental events and supervise student workers. Ability to monitor program expenditures, process payments, verify accuracy of financial transactions, and maintain an accurate file of financial records for review, including credit card logs and receipts. Familiarity with finance software such as Workday and administrative computing systems such as CampS, including, but not limited to, course schedules, student enrollment permissions, and advisor assignments. Experience using campus computer systems, such as experience with university policies and procedures related purchasing, payroll, and travel arrangements; and managing textbook orders through the University Bookstore. Experience working with other campus units, including, but not limited to, other colleges, Purchasing, Registration/Scheduling, Admissions, University Foundation, Business Office, University Bookstore, Academic Affairs, and Facilities. Provide Administrative Support and Assistance (60%) Draft the departmental calendar of events and schedule Academic Term room calendar requests. Prepare, implement, verify, and edit the class schedule. Process applied music and ensemble permissions, with the assistance of the student worker(s). Manage the music program auditions, including scheduling, record-keeping, and pre- and post-audition correspondence. Work with ARCC on new student orientation enrollment. Manage departmental scholarship awards. Maintain student degree plan and advisor assignment updates. Manage departmental records. Coordinate instructor course evaluations. Attend and take minutes of all department meetings. Handle general questions (walk-in, phone, email). Assist in coordinating details related to new faculty searches. Serve as the central departmental contact person for the University Bookstore for the ordering of textbooks. Coordinate with LTS and Facilities when maintenance or repairs are needed. Prepare and mail quarterly thank you letter (written by Chair) to donors. Coordinate with Blugold Central on student fees for applied lessons and practice room use. Coordinate hiring and payroll for Summer Research Experiences for Undergraduates (SREU). Create and maintain user agreements for outside users of space within Haas Fine Arts Center. Hire, train, and supervise student office workers. B. Administrative Coordination/Office Support (35%) Make payments on behalf of the Department (Direct Payment Forms, Payment to Individual Requests, purchase orders, payment requests through Foundation funds), and update revenues, allocations, encumbrances, and expenditures for all purchase orders. Process purchases of new instruments and instrument supplies, coordinating with Purchasing when needed. Handle funds received by the department (cash and checks) and make deposits. Develop and maintain financial spreadsheets for future reference and planning, checking central administrative accounts in Workday on a monthly basis for accuracy. In collaboration with Chair, update departmental financial data monthly and create financial reports annually, create budget reports and analysis for preparation of student senate organized activities budget requests. Track ORSP grant dollars on departmental projects, such as Summer Research Experiences for Undergraduates (SREU), Guest Artist funding, etc., initiating returns of funds when necessary. Coordinate and resolve problems with the ASK Center and Accounts Payable. Balance and close records at the end of the fiscal year. Provide budget reports and account analysis to the chair. Develop with the chair the department's annual operating budget. Process Travel Expense Reimbursements (TERs) on behalf of departmental accounts. Track spending on lab modifications on behalf of the department. Track balances in scholarship and Foundation accounts tied to the department. C. Inventory control and maintenance. (5%) Manage the department permanent property database, including records for office equipment, computers, and media equipment. Report condition of permanent property to the department chair as needed. Prepare surplus equipment forms and coordinate the removal of surplus equipment with Facilities Management. Coordinate key and Blugold ID access to HFA and Pablo Center spaces for students, faculty, and staff. This individual reports directly to the Chair of the Department of Music and Theatre Arts and provides administrative support to the faculty and academic staff of the department. This individual supervises student workers. The position requires both cooperation and independent initiative, good interpersonal skills, and strong organizational abilities. UW-Eau Claire, an institution of approximately 9,000 students and 1,400 faculty and staff, is consistently recognized as a top comprehensive university in the Midwest and is widely known as a leader in faculty-undergraduate research and study abroad. We strive for excellence in liberal education and select graduate and professional programs through commitment to teaching and learning and dedication to our core values of sustainability, leadership, and innovation. To learn more about UWEC, visit https://www.uwec.edu/human-resources/employment-opportunities/. The City of Eau Claire, situated at the confluence of the Chippewa and Eau Claire rivers, is at the center of a metropolitan area of approximately 100,000 people located 90 miles east of Minneapolis/St. Paul. The area features beautiful parks and trails, strong public schools, a vibrant arts scene and local food culture, and abundant recreational opportunities. Applications are submitted electronically. Please follow instructions found on the following Web site: https://wisconsin.wd1.myworkdayjobs.com/UW_Comprehensives. Please be sure you have included the following in PDF format: Letter of application Resume Names and contact information for three references. Please direct requests for additional information to: Nick Phillips, phillins@uwec.edu. To ensure consideration, completed applications must be received by October 3, 2025. However, screening may continue until position is filled. The university reserves the right to contact additional references with notice given to the candidates at an appropriate time in the process. Employment will require a background check. Employment will also require you and your references to answer questions regarding past conduct related to sexual violence and sexual harassment. The Universities of Wisconsin 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. . 19.36(7). The UW-Eau Claire Police Department is dedicated to maintaining a safe and secure environment for learning and working. Although crime at the University of Wisconsin-Eau Claire is limited, the University Police want students, faculty and staff to be aware of crime on campus and the area surrounding the campus. The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act is a federal law that requires colleges and universities to disclose annual information about campus crime. Visit Campus Security and Fire Report. Also visit our Campus Security Authority (CSA) policy. EEO STATEMENT Qualified applicants will receive consideration for employment without regard to color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, status as a protected veteran, or other bases as defined by federal regulations and UW System policies. We are committed to building a workforce that represents a variety of backgrounds, perspectives, and skills, and encourage all qualified individuals to apply.
One full-time (1.0 FTE
40 hours per week) university staff position is available in the Department of Music and Theatre Arts with an estimated start date of October 20, 2025, or as soon as possible. The official title of this position is Department Assistant (AD085 salary grade 18). This is an expected-to-continue assignment which requires a six-month probationary period. The expected hourly hiring salary will be $19/hour. Full UW-System benefits apply. This position reports to the Chair of the Department of Music and Theatre Arts. Demonstrated flexibility, multitasking, teamwork skills, and excellent communication and organizational abilities. Demonstrated operational knowledge of MS Office Suite, including MS Outlook, MS Excel, and MS Word. Demonstrated knowledge of standard office operations, including the ability to handle time-sensitive and confidential information. Ability to coordinate departmental events and supervise student workers. Ability to monitor program expenditures, process payments, verify accuracy of financial transactions, and maintain an accurate file of financial records for review, including credit card logs and receipts. Familiarity with finance software such as Workday and administrative computing systems such as CampS, including, but not limited to, course schedules, student enrollment permissions, and advisor assignments. Experience using campus computer systems, such as experience with university policies and procedures related purchasing, payroll, and travel arrangements; and managing textbook orders through the University Bookstore. Experience working with other campus units, including, but not limited to, other colleges, Purchasing, Registration/Scheduling, Admissions, University Foundation, Business Office, University Bookstore, Academic Affairs, and Facilities. Provide Administrative Support and Assistance (60%) Draft the departmental calendar of events and schedule Academic Term room calendar requests. Prepare, implement, verify, and edit the class schedule. Process applied music and ensemble permissions, with the assistance of the student worker(s). Manage the music program auditions, including scheduling, record-keeping, and pre- and post-audition correspondence. Work with ARCC on new student orientation enrollment. Manage departmental scholarship awards. Maintain student degree plan and advisor assignment updates. Manage departmental records. Coordinate instructor course evaluations. Attend and take minutes of all department meetings. Handle general questions (walk-in, phone, email). Assist in coordinating details related to new faculty searches. Serve as the central departmental contact person for the University Bookstore for the ordering of textbooks. Coordinate with LTS and Facilities when maintenance or repairs are needed. Prepare and mail quarterly thank you letter (written by Chair) to donors. Coordinate with Blugold Central on student fees for applied lessons and practice room use. Coordinate hiring and payroll for Summer Research Experiences for Undergraduates (SREU). Create and maintain user agreements for outside users of space within Haas Fine Arts Center. Hire, train, and supervise student office workers. B. Administrative Coordination/Office Support (35%) Make payments on behalf of the Department (Direct Payment Forms, Payment to Individual Requests, purchase orders, payment requests through Foundation funds), and update revenues, allocations, encumbrances, and expenditures for all purchase orders. Process purchases of new instruments and instrument supplies, coordinating with Purchasing when needed. Handle funds received by the department (cash and checks) and make deposits. Develop and maintain financial spreadsheets for future reference and planning, checking central administrative accounts in Workday on a monthly basis for accuracy. In collaboration with Chair, update departmental financial data monthly and create financial reports annually, create budget reports and analysis for preparation of student senate organized activities budget requests. Track ORSP grant dollars on departmental projects, such as Summer Research Experiences for Undergraduates (SREU), Guest Artist funding, etc., initiating returns of funds when necessary. Coordinate and resolve problems with the ASK Center and Accounts Payable. Balance and close records at the end of the fiscal year. Provide budget reports and account analysis to the chair. Develop with the chair the department's annual operating budget. Process Travel Expense Reimbursements (TERs) on behalf of departmental accounts. Track spending on lab modifications on behalf of the department. Track balances in scholarship and Foundation accounts tied to the department. C. Inventory control and maintenance. (5%) Manage the department permanent property database, including records for office equipment, computers, and media equipment. Report condition of permanent property to the department chair as needed. Prepare surplus equipment forms and coordinate the removal of surplus equipment with Facilities Management. Coordinate key and Blugold ID access to HFA and Pablo Center spaces for students, faculty, and staff. This individual reports directly to the Chair of the Department of Music and Theatre Arts and provides administrative support to the faculty and academic staff of the department. This individual supervises student workers. The position requires both cooperation and independent initiative, good interpersonal skills, and strong organizational abilities. UW-Eau Claire, an institution of approximately 9,000 students and 1,400 faculty and staff, is consistently recognized as a top comprehensive university in the Midwest and is widely known as a leader in faculty-undergraduate research and study abroad. We strive for excellence in liberal education and select graduate and professional programs through commitment to teaching and learning and dedication to our core values of sustainability, leadership, and innovation. To learn more about UWEC, visit https://www.uwec.edu/human-resources/employment-opportunities/. The City of Eau Claire, situated at the confluence of the Chippewa and Eau Claire rivers, is at the center of a metropolitan area of approximately 100,000 people located 90 miles east of Minneapolis/St. Paul. The area features beautiful parks and trails, strong public schools, a vibrant arts scene and local food culture, and abundant recreational opportunities. Applications are submitted electronically. Please follow instructions found on the following Web site: https://wisconsin.wd1.myworkdayjobs.com/UW_Comprehensives. Please be sure you have included the following in PDF format: Letter of application Resume Names and contact information for three references. Please direct requests for additional information to: Nick Phillips, phillins@uwec.edu. To ensure consideration, completed applications must be received by October 3, 2025. However, screening may continue until position is filled. The university reserves the right to contact additional references with notice given to the candidates at an appropriate time in the process. Employment will require a background check. Employment will also require you and your references to answer questions regarding past conduct related to sexual violence and sexual harassment. The Universities of Wisconsin 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. . 19.36(7). The UW-Eau Claire Police Department is dedicated to maintaining a safe and secure environment for learning and working. Although crime at the University of Wisconsin-Eau Claire is limited, the University Police want students, faculty and staff to be aware of crime on campus and the area surrounding the campus. The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act is a federal law that requires colleges and universities to disclose annual information about campus crime. Visit Campus Security and Fire Report. Also visit our Campus Security Authority (CSA) policy. EEO STATEMENT Qualified applicants will receive consideration for employment without regard to color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, status as a protected veteran, or other bases as defined by federal regulations and UW System policies. We are committed to building a workforce that represents a variety of backgrounds, perspectives, and skills, and encourage all qualified individuals to apply.