Department Assistant to the School of Art & Design

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Position Title:Department Assistant to the School of Art & Design
Job Category:University Staff
Employment Type:Regular
Job Profile:Department Assistant
Job Duties:
The School of Art & Design at UW-Stout seeks a dynamic team member to provide administrative support to the School of Art and Design at a twelve-month, 80% position – 32-40 hours/week during the academic year with some summer hours. The assistant works closely with the School Director to maintain calendar and School communications. This person also interacts with staff members and faculty of the school to collect and disperse information, plan projects, and organize school functions. Will work with faculty to coordinate procurement of equipment and supplies following campus policies. A strong focus on coordination and support of these diverse areas and people includes elements, such as: external/internal communications, event planning, accreditation support, coordinating internal grant application processes, managing confidential hiring processes, and general computer/electronic support for office functions. The ability to work in a dynamic office environment and complete several tasks throughout the day with attention to detail and a positive attitude are all essential. This individual works both independently and as part of a team, depending on the project.
Official UW Title (Code) / Job Description Department Assistant / AD085
QUALIFICATIONS
Minimum / Required
High school diploma or equivalent
Experience in supporting an office with a variety of stakeholders
Functional written and spoken communication skills
Highly Desired/Preferred
Bachelor’s Degree
Experience in a higher education environment
3 years or more of demonstrated office experience
Proficiency in standard business software programs and the internet. Skills in Microsoft Products are valued.
Good work habits, such as attendance, punctuality, prioritization, accountability, thoroughness, and resourcefulness.
Capability to work independently and as part of a team environment.
Capacity for planning and organization with attention to detail.
Excellent written and spoken communication skills.
ESSENTIAL KNOWLEDGE, SKILLS, AND ABILITIES
Excellent verbal and written communication skills.
Excellent interpersonal and customer service skills.
Basic computing skills, including familiarity with desktop hardware and standard business software programs (e.g. word processing, spreadsheets, database) and the Internet.
Adaptability to function in a dynamic environment of changing procedures, policies, and software.
Excellent judgment including sensitivity to personal and confidential information.
Good work habits, such as attendance, punctuality, prioritization, accountability, thoroughness and resourcefulness.
Capability to work independently and as part of a team environment and on collaborative efforts.
Ability and desire to work with students, faculty, and administrators.
Capacity for planning and organization with attention to detail.
Ability to use a purchase card and follow policy to purchase differential tuition items using proper university protocol.
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RESPONSIBILITIES
20% Administrative Assistant to the Director of the School of Art & Design (hereafter referred to as “School”)
Provide support to the Director of School
Produce and coordinate written and electronic documentation required by Director.
Alert Director to personnel, facilities, and student problems.
Maintain calendars and appointments for the Director.
Coordinate logistics, authorizations, and reimbursement for travel.
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70% Administrative Assistant for the School of Art & Design
Provide support for overall operations for the School
Route and maintain paperwork such as contracts, requests, and bylaws.
Work with other campus groups representing the school, such as Learning Information Technology, Campus Card Services, and Facilities.
Provide updates to external facing platforms such as the school website, brochures, and TV monitors in building.
Coordinate and take minutes for various meetings associated with the School.
Provide support for facilities requests, reservations, and work orders.
Provide support, coordination and purchasing with Differential Tuition for the School of Art & Design.
Assist with accreditation reports, communication, and site visits.
Maintain card-access requests for various entrances in the building(s).
Provide logistical and administrative support for School events (e.g., Senior Show, Fashion Without Fabric, Stout Game Expo, Unspooled Film Festival, Design Wisconsin, etc.).
Assist in recruiting/hiring of new school instructors and support staff.
All other duties as assigned by the Director.
10% Shared Responsibilities with School Staff
Provides administrative assistance and makes decisions without direct supervision and with assigned authority, including extensive liaison between school director, chairs, program directors, faculty/staff, students and on/off campus departments and individuals.
Comply with recognized environmental health and safety practices.
Participate in professional development activities to keep skills up to date, including software training and workshop attendance.
DEPARTMENT INFORMATION
The School of Art & Design has over 85 faculty/staff and over 1,300 students, making it the largest public higher education art and design institution in the upper Midwest. There are seven distinct BFA programs, including Animation and Digital Media, Game Design and Development, Graphic Design and Interactive Media, Industrial and Product Design, Interior Design, Illustration, and Studio Art. The school is also home to Bachelor of Science programs in Video Production, Arts Administration and Entrepreneurship, and Fashion Design as well as an MFA program in Design.
For more information, please visit: https://www.uwstout.edu/academics/colleges-schools/college-arts-human-sciences/school-art-design
APPLICATION INSTRUCTIONS
Complete applications received by end of day, Sunday, October 18, 2026 are ensured full consideration. Applications submitted after Sunday, October 18, 2026 may be reviewed at the discretion of the search committee or until position is filled.
To apply, click on the APPLY button or go to: https://www.uwstout.edu/about-us/careers-jobs
Due to system limitations, applicants may upload no more than five (5) attachments. Please combine documents where appropriate.
Required application materials:
Cover letter (* See below)
Curriculum vitae or resume
All final candidates will be asked to provide names, email contact information, and/or phone numbers for three (3) references, with at least one being from a manager or supervisor, during the interview process.
*Please use your cover letter to speak to each of the Minimum/Required Qualifications for this position as listed above. For each required qualification, describe your relevant experience, using specific examples from your work history to illustrate how your experience satisfies the requirement.
Official transcripts required at time of hire.
For questions regarding this position or recruitment, please contact:
Search Chair: Rebecca Rother
Phone: 715-232-1097
Email: rotherr@uwstout.edu
If you need assistance with the online application process or if you submitted your application prior to uploading all the required application materials, please contact:
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