Office Staff Duties and Responsibilities
Jenny Schroeder’s (University Services Assistant II) current job duties are:
1. Processing Department of Food Science Graduate Application Materials, submitted both
electronically and in print forms. Creating applicant folders and overviews for each
applicant. Corresponds with applicant via email regarding application.
2. Communication with prospective applicants and applicants regarding department visits
and application status.
3. Compiling application materials to share with faculty and staff via an overview database.
Emailing overview to faculty and staff.
4. Assisting faculty and staff with emailing, scheduling room reservations, printing, and
mailing.
5. Answering Department of Food Science emails.
6. Scheduling room reservations for A118, A120, 205, 222, 201, and 203 and projector
reservations for faculty, staff and students.
7. Order and organize office supplies.
8. Issuing of keys and updating key holder database. Sending reminder emails for students
to return keys at the end of sememsters.
9. ISIS Updating. Granting of permissions for students to enroll in classes.
10. Room Reservations for Food Science Club and Faculty/Staff in Babcock Hall and
campus.
11. Compiling reports in Query Library for Faculty/Staff. This includes email list of
stundents and GPA reports.
12. Compiling / Typing requests made by Faculty /Staff. Creating PDF documents.
13. Distributing meeting agendas and taking meeting minutes. Posting and uploading of
agendas and minutes.
14. Forwarding of email messages from faculty, industry, and food science club.
15. J-1 applications. Ensuring that all documentation is completed correctly, drafting offer
letters, and filing/mailing of application.
16. Supervising student workers.
Paul Hodel - IS Comprehensive Services – Senior: Job duties
1. Administer Babcock local area network.
2. Administer Antivirus, Application, File, Print and VPN servers.
3. Configure, deploy and support PC / Mac desktop & laptop computers, networked / local
printers, projectors, scanners, fax and copiers for faculty, staff and students.
4. Maintain computer & network security in order to protect data and hardware. Install antivirus software and push updates to clients.
5. Schedule daily off-site data backup. Restore data when needed.
6. Evaluate, purchase and deploy computer hardware & software. Maintain hardware and
software inventory.
7. Develop and maintain Food Science department web site.
8. Support faculty, staff and students use of internet and software: I.E., Firefox, Safari,
Acrobat, Dynamics, Dreamweaver, Eudora, iCal, Mail, Office and Thunderbird.
9. Support faculty, staff and students use of UW campus applications: Learn@UW, My
WebSpace, WiscCal and WiscMail.
10. Assist faculty, staff and students in developing / improving information systems and
processes utilizing best practices and available resources in a cost-effective manner.
11. Coordinate Food Science I.S. projects with UW campus (DoIT, CALS, CDR).
12. Report Food Science I.S. activities and status to Chair and Administrative Director.
Judy Smith’s (University Services Assistant I) Responsibilities:
1. Timetable. Data entry of all course information for registration. Maintain timetable files
in office. Meeting with faculty regarding course lists. Removal of holds for student
registration.
2. Payroll students and submit bi-weekly hours on classified, monthly leave accounting on
faculty/academic staff. Tracking of vacation time and furlough time used.
3. Oversee scantron course evaluations for non-electronic courses, some typing of
evaluations when student is not here
4. Approver for travel e-reimbursement, DP, PIR, Req, Pos; training faculty on ereimbursement. Including follow-up.
5. Updating files on server. Making sure that documents are accessable on shared server.
6. Updating lab student list.
7. Updating student payroll list.
8. Typing, coping and making any changes the faculty need done to letters (Bradley, Theis),
exams, typing evaluations when student is gone, etc.
9. UPS, fed ex mailings out and campus/regular mail when student is gone
Kathy Poole’s Financial Specialist 4 duties:
1. Grant Management
1) Prepare, reconcile and review accounting records for the department PI’s and department
101funding and federal and non-federal gifts, grants, and state, campus and college funds
including Graduate School and other research funds.
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2) Review, analyze, audit and post transactions. Reconcile Department accounts 101 with
the WISDM; investigate discrepancies and pursue adjustments as necessary.
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3) Creates and maintain spreadsheets/reports for Department accounts and grants of past and
current expenditures for review by PI’s, and department director. Specific grant
spreadsheets are continually accessible by the primary PI for that grant through
Mywebspace.wisc.edu which all PI’s have access to as read only
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4) Communicate with PI to explain to them of the status of their accounts. Design summary
reports as needed for PI to point out trends in spending and relate to original budget and
applicable rules and regulations.
5) Audit requisitions, non-salary cash transfers, gift transmittal forms, and departmental
direct billing forms. Assess the appropriateness of expenditures by comparing to grant
rules and regulations, and determine the availability of funds. This includes signature
authority for Departmental transactions
6) Administer grants and Department funding sources. Develop and administer fiscal and
vendor procedures. Establish system for tracking grant expenditures and for executing
and tracking purchase orders.
7) Administer Departmental 136 Revenue Producing Accounts
2. Post-Award Grant Management
1) Review Notice of Grant Award information to gain understanding of budget and category
restrictions and the types of expenditures on the budget. Cross check figures with
WISDM making certain there are no discrepancies and following up with RSP if there
are.
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2) Also analyze and investigate financial questions and problems related to grants and
contracts processed through the Department. Work with PI’s to resolve issues such as
budget over-expenditures, deviations or discrepancies. Pre-audit grant expenditures and
commitments to be charged to grants.
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3) Develop and maintain networking with CALS business office, Research and Sponsored
Programs (RSP), and Purchasing.
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4) Properly account for and analyze grant closings and terminations. Determine when
extensions and re-budgeting may be necessary or advisable and inform PI of options.
Maintain contact with PI(s), Director, CALS Business office, and RSP.
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5) Assist PI's as needed with the preparation of reports, no-cost extension requests, or to
obtain special approvals when needed.
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6) Provide analysis of current spending compared with existing budget as needed. Reconcile
the reports with WISDM. Proactively manage the grant funds to prevent the grant ending
with funds remaining. Assist PI with information they need regarding no-cost extensions
at the end of the grant. Know when extensions are or are not allowed and bring to PIs
attention.
3. Procurement Card Management
1) Manages the Pro-Card Program. Serve as Site Manager for Departmental Pro- Cards for
approximately 15 cardholders and designated users, assuring that all policies and
procedures are followed.
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2) Audit all credit card expenditures for departmental cardholders on biweekly basis. Ensure
that proper documentation exists for each transaction. Review receipts for
appropriateness in accordance with accounting and purchasing policies and procedures.
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3) Reconcile cardholder logs with PVS Net web based program, making necessary account
reallocations accurately within the allotted timeframe as indicated on the Site Manager
calendar.
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4) Provide guidance to cardholders as necessary. Work with cardholders to resolve matters
related to missing or incomplete documentation, payment of sales tax, unallowable procard expenditures, etc. Alert cardholder to charges appearing on PVS Net statement
which do not appear on the cardholder log. Notify cardholders of security risks as they
arise.
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5) Post transaction information into PI’s accounting spreadsheet. Reconcile transactions
with WISDM. Correct and resolve errors as necessary.
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6) Represent Department during annual audits for pro-card recordkeeping and procedures.
Provide documentation for review/audit.
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7) Maintain proper filing system and retention of source documents and provide
departmental authorization for new cardholder account requests.
4. Purchasing
1) Maintain departmental vendor list/file, blanket orders and specific requisitions, and direct
charges.
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2) Advise faculty, staff and graduate students on purchasing rules, guidelines and vendor
information for services, supplies, and equipment when using both internal and external
purchase requisitions.
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3) Oversee/perform the processing of and the preparation of requisitions including blanket
orders to various vendors for supplies, services and equipment. Sign requisitions for
Chair, attaching special documentation, bids, maintenance agreements, etc. as required by
UW procedures.
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4) Coordinate and perform purchasing, e.g. through purchase orders, simplified bidding,
MDS prime vendors, direct charges or with pro-cards
5) Advice PI’s and graduate students to follow UW purchasing policies
5. Payroll
1) Offer letters, I-9 and benefits paperwork, paydata forms, for classified, academic staff
and faculty.
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2) Perform other payroll, accounting and fiscal duties which may develop and are assigned
by the supervisor. (ie: student and classified payroll when USA1 is out and ereimbursement backup).
50% ADM Food Science/20% FRI/30% Dairy Plant
Title: Academic Department Manager
Function of Program: Department Administration
Responsibilities and Duties:
1. Budget
1) Serve as assistant to Chair and Director, providing administrative leadership.
2) Handle budget/fund issues/deficits/problems.
3) Liaison with Dean’s office and other offices for problems and issues.
4) Authorized signature for FRI and Food Science.
5) Monitor 101 budget, foundation accounts; assist with grant management; effort
coordinator; pro card manager.
6) Represent FRI & Food Science at college and UW meetings/seminars.
7) Review all Food Science and FRI appointments to ensure payroll and benefits are
correctly done.
8) Assess equipment and budget needs of Department and Institute.
9) Provide information on joint appointments as needed.
10) Budget development/2As in coordination with staff in Food Science, FRI, budget
management.
11) Liaison for budget issues, audits.
12) Work with faculty on grants and specific issues as they arise.
13) Oversee merit process.
14) Monthly pricing into Great Plains for Dairy Plant/Store, monthly comparison of
charges/revenue.
15) Ensure dairy plant budget remains in black.
16) Serve as liaison between Bascom Asst Vice Chancellor, Dean’s office and Dairy Plant.
17) Primary writer for Babcock COOP procedures.
2. Staff/Personnel
1) Hire, supervise, reclass and review staff performance.
2) Stay in touch with Chair, faculty, Director and Associate Director on needs of Food
Science and Institute.
3) Assess Food Science and Institute training needs.
4) Hold staff meetings; balance workloads as needed.
5) Handle personnel issues with Chair, Director and Associate Director.
6) Make sure files and necessary documents are in place for new personnel, keep FRI
policies/procedures up-to-date on server for general access.
7) Coordinate merit process.
8) Enter PVL’s, CHRIS system entries, affirmative action forms, title and reclasses, etc.
9) Do layoff letters, as needed.
10) Liaison with CALS Human Resources, Research and Payroll Offices.
3. Misc
1) Oversee Foster and Frazier Wisconsin Distinguished Grad Fellowship and awards.
2) Site manager for Pro Card FRI and Travel Pro Card.
3) Sexual harassment contact person.
4) Day-to-day problem solving.
5) Strategic planning.
6) Interpretation, implementation and development of rules, regulations and guidelines.
7) Represent the Chair and Director at campus and CALS meetings and seminars.
8) Attend FRI executive meetings, Food Science department/executive meetings, dairy plant
executive meetings.
Assist with FRI annual meeting, various events for Food Science.
Effort coordinator.
Keep people happy and make sure needs are met.