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Academic Transition, Advising & Support (ATAS) is comprised of First Year Programs, UAA Advising, and Academic Support Programs, offices within Undergraduate Academic Affairs that serve as the gateway to the UW experience for all undergraduates. We support students and connect them with learning resources and opportunities so they can navigate through the University, taking the risks necessary for growth and transformation.
Academic Transition, Advising & Support has an outstanding opportunity for a Departmental Administrator to support First Year Programs, UAA Advising and Academic Support Programs.
The ATAS administrator is responsible for administrative, financial, personnel and operational functioning for First Year Programs, UAA Advising and Academic Support Programs. First Year Programs provides orientation and transition programs for incoming students to aid in their academic and social engagement at the University. UAA Advising provides academic advising for students, including helping students match their personal strengths and interests with opportunities in the University curriculum. Academic Support Programs offers academic achievement courses and runs an evening tutoring center called CLUE that provides tutoring support for courses from 35 departments.
The ATAS administrator acts in an advisory and support capacity to the associate dean and departmental directors, providing financial guidance, human resources assistance, and facilities management at all times ensuring that University/state/federal rules, regulations and laws are being followed. The offices combined have more than 30 professional and classified staff and 450+ student appointments processed annually. The administrator oversees payroll, purchasing, and departmental personnel functions. The administrator is the departmental liaison with other campus units, such as Human Resources, Payroll, Procurement Services and Facilities Services.
Candidates for the Administrator position must exhibit an appreciation of, a sensitivity to, and respect for a diverse academic environment, inclusive of students, faculty and staff of many social, economic, cultural, ideological, racial and ethnic backgrounds, showing the leadership potential to contribute to the strength and diversity of our unit.
Reporting to the associate dean of Undergraduate Academic Affairs, the ATAS administrator has the following responsibilities:
Manage and monitor 12 state, revenue, discretionary, gift and grant budgets with a total of $4.5 million in annual funding.
Review expenditures, forecast expenses and share information with associate dean and directors.
Assist the associate dean and directors in the preparation of annual and biennial budget proposals and requests.
Complete financial analyses, special projects, or reports requested by the associate dean and directors for operational decision-making.
Prepare monthly budget reports and projections, identify spending trends, monitor revenue and alert the associate dean to potential allocation deficits or unusual expenditure patterns.
Submit rebudgeting requests of state budgets as needed.
Manage ATAS purchasing and travel operations including BPO's, ProCard, e-reimbursements, non-PO invoices, field advances and CTA. Oversee the preparation of invoices and collection of funds. Approve all Ariba-based applications.
Maintain database tracking system for expenditures.
Create and maintain unit budget files.
Act as the unit's financial representative in interactions with the UAA Dean's Office.
Ensure compliance with University and State budgeting and financial policies and regulations and develop written unit procedures regarding same.
Responsible for hiring, training, and supervising the work of one 1.0 FTE fiscal specialist/payroll coordinator position.
Liaise with Procurement Services.
Oversee payroll and leave processing including review and approval of payroll for 30+ permanent staff and 450+ hourly employees annually.
Determine staff distribution and appointment end dates and oversee updates on Workday.
Act as hiring manager for all professional and classified staff and temporary appointments, and coordinate the processing of faculty compensation and student staff positions.
Create requisitions on UWHires.
Process paperwork for various HR actions such as temporary staff appointments, in-grade salary adjustments; temporary pay increases, etc.
Provide oversight for institutional, state and federal personnel policies and requirements, and develop written unit procedures to ensure compliance.
Act as a resource to staff regarding University policy and procedures related to human resources and develop specific unit-wide policies and procedures.
Oversee the process of annual performance evaluations for staff, consulting with directors regarding timing, methods of evaluation and updating job descriptions.
Provide orientation to new, permanent ATAS staff.
Manage administrative access for staff.
Represent the unit in interactions with labor unions, UAW and SEIU.
Create and maintain unit personnel files.
Liaise with Human Resources, Payroll, the Graduate School and Academic Human Resources.
Facilities & Operations Administration
Create and maintain general records retention schedule for all ATAS departments.
Develop standard protocols for departmental operations and ensure that the department's practices are in compliance with policies and procedures of the University.
Create and maintain ATAS website with intranet content for staff in the above areas of policies and procedures as well as other unit-wide resources.
Maintain CAAMS building access for all ATAS staff.
Schedule ATAS meetings in Mary Gates Hall spaces.
Represent ATAS in meetings with other UW departments, especially with administrators for offices that share space with unit.
Maintain long-range space plan. Oversee space renovations and capital purchases.
Assist in maintaining unit storage rooms.
Develop ATAS safety plan and schedule training. Provide emergency kits for staff and keep kits updated with supplies. Act as floor warden for suite 141.
Oversee procurement and insure maintenance of office machines.
Act as administrator for several unit list-servs.
Serve on associate dean's leadership team and attend bi-monthly meetings.
Serve on ad-hoc UAA committees.
Provide advice, direction, support and resources to associate dean as needed.
Attend quarterly meetings of UAA administrators.
Create and maintain unit facilities files.
Liaise with building coordinator, Facilities Services, Emergency Management Office and outside vendors.