04/14/2016 Academic Department Associate School of Communication Sciences and Disorders (CSD) Administrativel y/paraprofessionally assists following UWSP personnel: Associate Dean, College of Professional Studies/Chair School of Communication Sciences and Disorders; Coordinator of Undergraduate Programs; Coordinator of Graduate Programs; Director of Clinical ServicesSpeech-Language Pathology; Director of Clinical Services-Audiology; and support services to 14 other members of the School as well as 86 graduate students in the MS and AuD programs and undergraduate students majoring in Communication Sciences and Disorders. 35% A. ADMINISTRATIVE Al . Serve as public relations and resource person; provide information about the School and University organization and services as well as the of Speech, Language and Hearing Clinic to prospective students and/or parents as needed . A2. Aid with transition in leadership of the School when there is a new Associate Dean/Chair related to responsibilities, procedures and paperwork of the office. A3. Attend School meetings to take minutes and submit to Associate Dean/Chair for approval and distribution as needed. A4. Preserve confidenlia lity in all critical areas spoken or written related to duties of the Associate Dean/Chair . AS . Research and provide information and assistance to Associate Dean/Chair and School faculty and staff. • Gather data for completion of reports, surveys, and other documents. • Maintai n current and accurate personnel files for all faculty and academic staff. • Gather and prepare materials for individual faculty members for waivers, continuing appointment forms, personal appointment forms, overload request forms and recommendation for faculty and academic staff appointment forms. · • For newly employed faculty member(s), gather and prepare Recommendat ion to Appoint Faculty/Staff form, Personnel Appointment Form, and attach three letters of recommendation and transcripts for Associate Dean/Chair signature. • Re-accreditation by the Council of Accreditation Agency of the American Speech-Language Hearing Association (ASHA): Research data requested by Associate Dean/Chair and required by ASHA for the annual report and accreditation site visits to the SCSD program. A6. Assist Associate Dean/Chair in interviewing prospective classified employees A7. Stay current of UWSP and UW-System policy changes related to the School, Clinic and positions. A8. Oversee special and on-going activities. Special Events: Fall Welcome New Graduate Students picnic collect picnic reservation money; create and share spreadsheet with Special Events Chairperson listing attendees and fees paid; prepare deposit for Sunshine Fund Administrator . Spring Scholarship Awards Reception - prepare letters of invitation to campus administrators and scholarship donors; prepare letters to awardees of scholarship awards; prepare Foundation Office Scholarship Payment request forms for each award recipient; collect and provide award recipient information to Associate Dean/Chair to be used by the Foundation office and at the reception; forward recipient information to News Service at UWSP; create and share completed spreadsheet with Special Events Chairperson listing attendees of reception. Prepare Events-Meal/Receptions for the General Public Payment Form for the DUC charges for refreshments and set-up fees. Provide "Notification of Institutional Awards" to Financial Aid Office and the CPS Dean's Office. Notify Financial Aids Office and Dean's Office of each recipient, social security number and amount awarded. Search and Screen Committees: Use TAM system to notify applicants of their application status. Contact adve1tising agencies, approved by the Search and Screen Committee, to set up account(s), enter position announcement information and make payment with ADA's VISA purchasing card. AuD Program bi-yearly Orientation day, bi-yearly AuD Capstone Day, and yearly Open House for Graduate Applicants. Find location for events, contact caterer, place food order, monitor number of attendees. Pay any expenses incul1'ed. Create spreadsheet for all expenses to compare costs for future planning . A9. Prepare Dean's Workload spreadsheet each semester from information compiled from the timetable for CSD courses, instructor and room assignments, semester enrollment list by class from UWSP academic web-site, Directors of Clinical Services and UW-Madison student enrollment information for UWSP AuD classes. A 10. Access confidential student records through Reflections 2 Administration Information System and/or the UWSP Web Site to provide individual confidential student information to the Coordinator of Undergraduate Programs, Coordinator of Graduate Programs, and Associate Dean/Chair. A 11. Manager for student major degree lists for the School of Communication Sciences and Disorders on Reflections 2 public folders program. Maintain current and accurate database record of students majoring in CSD, faculty advisor lists. Print class lists for Coordinator of Undergraduate Programs at end of semester to be used for entering clinical practicum grades of all students emolled in practicum courses. Al 2. Coordinate and prepare necessary forms for travel arrangements, workshop/seminar registration, afld hotel reservations, and vehicle/airfare reservations for prospective faculty, accreditation teams, Associate Dean/Chair, faculty members and students.Verify that all paperwork submitted with Travel Employee Reimbursement forms are complete before forwarding for signature by Associate Dean/Chair . Enter account number on TER forms for reimbursement. Enter information on Budget Travel Professional Development expenses spreadsheet. Keep copy of forms and receipts. A l 3. Campus Directory Information Manager on the UWSP Website for the School of Communication Sciences and Disorders. Update School directory information in white and yellow pages. Manager for Department Information Managers' System. Enter confidential information in DIMS to set up electronic mailboxes for new faculty/staff members and delete names as needed. A 14. Coordinate semester textbook orders for faculty/staff. Enter textbook author, title, publisher and year of publication in the UWSP Bookstore Textbook Requisition System for textbook rental and purchase requests by deadline dates determined by the Bookstore (i.e., 2 months prior to next semester). Monitor the number of books ordered for each class against enrollment prior to the start of a semester if adjustments are required. Al 5. Create course evaluation forms, instructions for every CSD course, and an envelope several weeks before the end of each semester. Communicate readiness of forms to faculty. Collect completed Teacher Evaluations from students for classes. Request from Administrative Information Systems (AIS) additional header sheets for individual supervisors for classes listed under Directors of Clinical Services. Organize evaluation forms in acceptable manner before submitting to AIS for processing. Receive compilation reports from AIS through e-mail. Pick up completed evaluations and store for a period of 7 years. Share the summary forms to each individual faculty member along with a typed summary of student comments. Enter scores of individual classes in Excel spreadsheet to be given to Associate Dean/Chair . Enter overall scores on report to be distributed to School members. A 16. Coordinate computer equipment purchase and arrival with electronic technician . Prepare order form for Associate Dean/Chairperson signature and forward to IT. Al 7. Refer/process Information Technology work requests if problems/activities are not resolved in a reasonable amount oftime and effo11at the School level. A 18. Assist faculty by providing services necessary for effective instruction: locate classroom(s) as requested by faculty/staff via the UWSP Reservation system. Maintain Course Syllabus file for all courses taught each semester in the School Main Office. A 19. Enter Telephone Support Service work orders if problems arise or changes in service are needed . A20. Collect monthly faculty sick leave reports and submit to Associate Dean/Chair for signature before forwarding to Human Resources by due date each month. Scan before sending to HR for School copy. A2 l. Proctor exams as requested by instructors. A22. Assign building and office keys to faculty/staff. Maintain records of all keys assigned and distributed . A23. Notify classes/students of class cancellations using Communication Sciences and Disorders e-mail account via Microsoft Outlook. A24. Coordinate and monitor any remodeling, painting, carpeting, repair work and completed in the School. A25. Monitor use per person regarding duplication on photocopier; train graduate students, and staff on its use. Serve as School contact for troubleshooting problems. Contact EO Johnson for repair and supplies. A26. Notify College Support IT person of PIN numbers for faculty/staff and Graduate Assistants who need to be added or deleted to School's photocopier access each semester. A27. Call Facility Services to rep01t any maintenance problems that need immediate or ongoing attention. Enter work order in iServiceDesk system. A28. Enter all custodial services and maintenance service requests in iServiceDesk system. Be proactive in ensuring the Speech, Language and Hearing Clinic's maintenance and cleanliness standards. 40% A29. Cover for the Clinic Office Manager in her absence. B. BUDGET B 1. Access and utilize the UW System Wisconsin Data Mart to peruse and reconcile charges made to the various School accounts. B2. Create and update Departmental clinic budget on secure CPS Server for access by Associate Dean/Chair, Clinic Director and Clinic Manager. Provide updated, timely information on account balances. Update and monitor Interim Payment Rep01t and Travel Professional Development Expenses report in and an Excel spreadsheet. B3. Independently monitor and reconcile accounts on an ongoing basis for the following budget accounts and grants totaling over $1,351,738.00 in all descriptive lines (as well as any new accounts developed in the future): I 02-2-705900 School of Communication Sciences and Disorders 128-2-705923 Clinic Fees and Services 102-2-705901 Extem Travel 102-2-705904 Undergrad Initiative 102-2-705914 Recruitment and Retention 700703 CPS Building Keys 102-2-705919 AuD Funds I 02-2-705996 CSD Faculty Development 128-2-705977 CSD 795 128-2-705981 CSD 715 128-2-705983 CSD Practicum Fees 150-2-705992 Student Research B4. Work with - UWSP budget personnel, general ledger accounting, accounts payable, purchasing, travel, maintenance and human resources, and the CPS Dean's Assistant, when searching needed information to research and resolve budget information. BS. Authorized to transfer expenses/allocation(s) between accounts and budget lines and determine individual accounts to be charged. B6. Enter identifying order information on Departmental Budget spreadsheet in appropriate category. Keep all receipts/packing slips for justification of monthly VISA-pcard statement. B7. Create and maintain a billing/payment system for students who need classroom manuals. Keep faculty member updated. B8. Provide financial information and projections for budgetary decision making to the Associate Dean/Chair. B9. Oversee expenditures with department credit cards for Bookstore and Learning Resource Center. B l 0. Purchasing Agent and Fed Ex account manager for the School of Communication Sciences and Disorders. Contact vendors personally or on the Internet to research product availability and/or order all supplies/materials/capital equipment for the School, and coordinate delivery of human tissue and transportation costs each year. Set up account with vendors. Receive and expedite all orders. Contact vendor, if merchandise is damaged or inconect, to have merchandise returned/exchanged to receive credit. B 11. Responsible for Visa charge cards issued in the name of the ADA on behalf of the School of Communication Sciences and Disorders. B 12. Reconcile VISA statements. Attach invoices and monitor credits that should be received on the account for returned merchandise. 20% B 13. Organize, collect and deposit funds to School accounts for student classroom manuals, background checks, name tags and building key rental. Bl 4. Monitor the distribution of room and building keys. Collect and deposit fees from building keys. Authorized to sign release for refund to students when building key are returned. B 15. Gather information and prepare purchase orders, payment orders, Foundation transfer forms as needed. Bl 6. Supply EO Johnson with copy count for three copiers for billing purposes each month. C. UNDERGRADUTE AND GRADUATE STUDENTS C 1. Provide information to persons inquiring about the graduate and undergraduate programs via telephone and e-mail. C2. CSDCAS WebAdmit administrator - online graduate application pmtal used by MS graduate program. Must be knowledgeable of the WebAdmit program structure and operation. Keep cun-ent with yearly system usage updates via WebAdmit resources. Coordinate yearly set-up information with Coordinator of Graduate Programs and Associate Dean/Chair. Send email messages to applicants via WebAdmit as needed. After the application deadline has passed, set up workgroups to coordinate review of each file. Assign ballot to one faculty member and one academic staff member for each applicant each application cycle. C3. Provide and request information to/from the Admissions Graduate Office and Enrollment Management Services to aid in the completion of graduate applicant files. C4. From WebAdmit, exp01t confidential ranking reports and other reports as necessary for School meetings for members to make decisions about acceptance, waiting list, and denial of applicants into the program each year. CS. Based on decisions about each applicant, responsible for accurately expo1ting information from WebAdmit to be used to create individual letters of notification related to decision including any special requirements for a student to be fully accepted into the program. Create separate letters for students who also are offered a Graduate Assistantship as well as reply forms. Send an initial decision email to each applicant and send formal invitation to student via the USPS. and include letter of intent and statements regarding graduate assistantships . C6. Notify the Admissions depa1tment of each individual applicant's status. 5% C7. Enter and monitor the reply letter decisions on an Excel spreadsheet kept on ComD server. Store the tuition deposits in a secure location during the admissions process. Notify the Associate Dean/ Chair and Coordinator of Graduate Programs of replies so either the Associate Dean/Chair or the Coordinator of Graduate Programs can update the local status. C8. Coordinate letters of notification and graduate assistantship contracts stating stipend, salary, account, work hours and contract period. Distribute contracts to graduate students at beginning of semester to obtain signatures on all forms. Acquire Dean and Associate Dean/Chair' s signatures; return all forms to the Personnel Office for processing before deadline so the students will receive their first paycheck on October 1st/February 1st. C9. Maintain student hours on a weekly/semester basis in an Excel spreadsheet. Transmit hours worked balances to supervisors and students weekly. Inform students about procedures of the School when they are fulfilling their job responsibilities. Cl 0. Maintain graduate student files. Rotate on a semester basis as they progress tlu·ough the program. Monitor probationary student files. Coordinate distribution of student files for alumni license and national ce1tification paperwork processing. D. TECHNICAL RESPONSIBILITIES: Dl. Maintain a working knowledge of the Comprehensive Software Environment (Word, Excel, PowerPoint, Outlook, Access). D2. Maintain a working knowledge of utility software packages on UWSP and UWSystem computer system. D3. Serve as owner of Room 024 CPS Calendar in Microsoft Outlook for scheduling classes/meetings. D4. Serve as owner of the Communication Sciences and Disorders Outlook mailbox. Read, review and respond to all correspondence ·.. ..