ASSISTANT TO THE CHAIR

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Provide complex confidential senior level executive support to the Chair of the Department of History. The position serves as the faculty appointment and tenure review specialist for the Department. Exercise independent judgment consistent with the objectives and policies of the Department to solve faculty administrative issues that impact the Chair, the Department, and the College.  Serve on the Chair's senior staff leadership team (other members are the Administrator, the Director of Academic Services, and the editor of PNQ).

Reporting directly to the Chair, duties include:
Provide confidential support to the Chair for faculty recruitment, leaves, appointments, reappointments, visas, personnel files, merit reviews and promotions. Manage all relevant processes, reviewing UW and College rules and procedures to ensure compliance.

Manage faculty recruitment and Visiting Lecturer and Visiting Scholar appointment process.  Create and monitor files for searches.  Initiate review process, alerting Chair and faculty of timelines for tenure review and merit consideration.  Work closely with International Services Office for all appointments related to international hires, Visiting Scholars or Visiting Lecturers.

Manage and maintain records systems, administrative files and confidential faculty personnel files containing appointment history, biographical material, correspondence, promotions, and appointment deliberations.  Collect materials for files such as annual reports and updated publication lists.  Ensure appropriate confidentiality and records retention; respond to Public Records requests as necessary.

Manage calendar and schedule of the Chair; coordinate meetings, create Faculty meeting agendas, compose confidential time sensitive correspondence for Chair's signature.  Create and send correspondence on behalf of the Chair.  Screen calls and visitors for the Chair.  Take initiative to resolve issues or questions based on knowledge of Chair's views and actions.  Review incoming mail for Chair, delegating to other support staff and faculty as appropriate.

Prepare reports and other materials for the Chair, collecting information and conducting research as necessary.  Assist in the development of special projects, such as department self-study, and ten-year review.  Respond to information requests from the Chair.

Know and interpret University and College policies and procedures to Chair and Department community related to faculty appointments.  Exercise independent judgment and problem-solving skills.

Work regularly with Administrator on faculty issues and appointment letters, keeping Administrator informed of budget implications.  Work regularly with Administrator to align on-boarding of new faculty with the on-boarding of new staff and graduate students.

Organize Department events such as Autumn Reception, History Colloquiums, special lectures, and faculty book launches; publicize events to intended audiences and arrange for proper venue bookings, permits, equipment, refreshments, etc.

Coordinate Advancement activities, including gift processing and transactions, preparing draft acknowledgement letters to donors for Chair’s signature, maintaining donor records and files, and gift reports. Coordinate quarterly History Advisory Board meetings and all communications with board members.

Work with the History Web team  (Associate Chair, Assistant to the Chair, Graduate Student Web Staff Assistant, and Director of Technical Services)  to coordinate and produce annual electronic and print newsletters and updating of the Department website. 

Update and maintain Departmental calendars to include all events of interest to the Department.

Work with History Advising office and Web team to maintain, update and create social media presence/content (Facebook, Twitter, Instagram, etc.).

Assist with coordinating front office coverage

Serve as liaison between Chair and other University units, including Dean's Office, Academic HR, International Services Office, and faculty, staff and students.

Other duties as necessary 

MINIMUM REQUIREMENTS: