Program Coordinator - Odyssey Beyond Bars

Job Summary:

The University of Wisconsin-Madison is a public, land-grant institution that exemplifies the "Wisconsin Idea" that the resources of the university should benefit all the citizens of the state. The Division of Continuing Studies provides and supports high-quality continuing education, outreach, service and scholarship related to personal enrichment and professional development.

The work of Administrative Assistants in the Department of Liberal Arts and Applied Studies (LAAS) requires independent judgment and decision-making skills. The position works independently under the supervision of the Odyssey Beyond Bars (OBB) program manager. This position will also work closely with the Director of Odyssey Beyond Bars, and other Prison Education Initiative (PEI) and OBB staff. This position is responsible for many decisions involved in daily programming operations and has delegated authority to speak/act on behalf of program staff.

This position operates with a large degree of collaboration and teamwork. This position requires: excellent interpersonal communication, organization, and project management experience.

This position is part of the University of Wisconsin-Madison's Odyssey Beyond Bars program, a core program of the UW Odyssey Project. Odyssey Beyond Bars offers college jumpstart courses to students who are incarcerated in Wisconsin state prisons. Odyssey Beyond Bars gives learners who are incarcerated the opportunity to reframe their futures through higher education. OBB currently provides college jumpstart classes at Racine Correctional (RCI), Columbia Correctional (CCI), Oakhill Correctional (OCI), and Taycheedah Correctional (TCI).

Administrative support and program coordination (50%):
- Maintain and manage electronic records and files
- Meeting management - taking minutes and calendaring
- Assist with student enrollment paperwork, including organizing and maintaining student records and assisting Adult Career and Special Services to register students for Odyssey Beyond Bars courses.
- Initiate appropriate purchase following UW-Madison policies (requisitions, purchasing cards, etc.) for materials and services (textbook, classroom supplies, photos, honoraria, graduation celebrations, etc.). Assure merchandise and services are delivered on time while maintaining appropriate documentation. Stay current on UW-Madison purchasing and accounting policies and procedures.
- Manage volunteer intake process under the supervision of OBB staff. Coordinate paperwork and logistics for PEI and OBB volunteers and other program guests, including background checks and requirements of the Dept of Corrections, in addition to the confirmation of dates, location, and travel.

Education/classroom support (45%):
- Assist in coordination efforts for the various aspects of OBB programming, including:
- Coordinate preparation, production, printing, and distribution of recruitment materials,
program/course materials, graduation certificates, weekly handouts, and other materials, as needed to support the program and instructors, and deliver them to sites.
- Coordinate and facilitate student support meetings with academic, financial, and personal/community advisors.
- Support production of Odyssey Beyond Bars student newsletter (Oracle), including typing, organizing files, and preparing pieces for publication.
- Support for student research projects, including organizing research materials on behalf of students, who have limited access to internet-based resources.

Provide General Department Administrative Support (5%):
- Participate in regularly scheduled department and divisional meetings, program support staff meetings, and other special meetings as requested.
- Other duties as assigned (including assisting with special events or projects, etc.).

Responsibilities:

Provides administrative support for a department, group of professionals, or to the manager of a work group consisting of professional staff and subordinate supervisors in support of unit goals, under general supervision

• 10% Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• 15% Serves as a first point of contact for individuals and groups, provides basic organizational information via phone, in person and through other communication mediums, and routes more complex inquiries to the appropriate entities
• 20% Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision
• 40% Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
• 15% Provides classroom material support to faculty and students

Institutional Statement on Diversity:

Diversity is a source of strength, creativity, and innovation for UW-Madison. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the university community. We commit ourselves to the pursuit of excellence in teaching, research, outreach, and diversity as inextricably linked goals.

The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background - people who as students, faculty, and staff serve Wisconsin and the world.

For more information on diversity and inclusion on campus, please visit: Diversity and Inclusion

Education:

Preferred
Bachelor's Degree

Qualifications:

Required Qualifications:
- Strong knowledge and skills in Microsoft Office (Word, Excel, and Outlook).
- Strong organizational and multitasking skills, and attention to detail.
- Ability to work in a team environment, while working independently to coordinate, prioritize and follow-through on many varied activities. Must be flexible and adjust quickly to changing circumstances.
- Excellent problem-solving skills and independent decision-making skills.
- Excellent oral and written communication skills.
- Knowledge of general office/business management, skills, practices and methods.
- Openness to working with people who are currently or formerly incarcerated.

Preferred Skills:
- Experience working with diverse communities and adult learners.
- Experience working with Salesforce or another Customer Relationship Manager (CRM) platform.

Work Schedule:

This position is expected to work Monday - Friday, 40 hours a week.

Work Type:

Full Time: 100%

This position may require some work to be performed in-person, onsite, at a designated campus work location. Some work may be performed remotely, at an offsite, non-campus work location. We anticipate the incumbent will be working in office at least three days per week.

Appointment Type, Duration:

Ongoing/Renewable

Salary:

Minimum $21.50 HOURLY
Depending on Qualifications

How to Apply:

To apply for this position, please click on the "Apply Now" button. You will be asked to upload a resume, cover letter, and list of three professional/supervisor references as a part of the application process. References will not be contacted without prior notice. Please ensure your resume and cover letter address how you meet the minimum/preferred qualifications for the position.

Contact:

Zachary Yafai
zyafai@wisc.edu
608-262-3282
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

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Official Title:

Administrative Assistant II(AD002)

Department(s):

A93-DIVN OF CONTINUING STUDIES/LIB ART & APP ST/LAAS

Employment Class:

University Staff-Ongoing

Job Number:

317003-CP

 

The University of Wisconsin-Madison is an Equal Opportunity Employer.

Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, national origin, age, pregnancy, disability, or status as a protected veteran and other bases as defined by federal regulations and UW System policies. We promote excellence by acknowledging skills and expertise from all backgrounds and encourage all qualified individuals to apply. For more information regarding applicant and employee rights and to view federal and state required postings, click here

To request a disability or pregnancy-related accommodation for any step in the hiring process (e.g., application, interview, pre-employment testing, etc.), please contact the Division Disability Representative (DDR) in the division you are applying to. Please make your request as soon as possible to help the university respond most effectively to you.

Employment may require a criminal background check. It may also require you and your references to answer questions regarding sexual violence and sexual harassment.

The University of Wisconsin System 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. sec. 19.36(7).

The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. UW-Madison will provide a paper copy upon request; please contact the University of Wisconsin Police Department.