Full-Time
Academic Department Associate
Deadline 8/12/26
University of Wisconsin System
Wisconsin public university system
Compensation Overview
$18/hr
No H1B Sponsorship
La Crosse, WI, USA
In Person
Associate's, Certification
Category
 Administrative & Executive Assistance (1) |
|---|
Required Skills
Inventory Management
Requirements
- A minimum of a high school diploma.
- Administrative support experience.
- Demonstrated experience using Microsoft Office Suite, email, and electronic calendars.
- Demonstrated bookkeeping experience, especially pertaining to budget, travel, and procurement records.
- Demonstrated ability to communicate clearly, respectfully, and effectively in face-to-face, oral, written, and electronic forms.
- Excellent organizational, time management, and multitasking skills with attention to detail despite frequent interruptions.
- Demonstrated ability to work independently and collaboratively and set priorities to meet the demands of the position.
- Demonstrated ability to use discretion and good judgment regarding confidential information.
Responsibilities
- Manage department financial transactions in consultation with the department chair.
- Maintain control and tracking of the department procurement card and reconcile monthly billing statements.
- Oversee all accounts, including grants and faculty start-up accounts.
- Maintain proficiency with spreadsheet and budgeting software.
- Assist faculty, in collaboration with the department chair, with instruction, creativity, scholarship, room scheduling, computer and software requests, and grant support.
- Provide occasional administrative support for college-level needs when departmental demands allow.
- Establish and maintain department files.
- Assist with department events and public relations by updating the website and brochures.
- Hire, train, schedule tasks and hours, and supervise student workers.
- Verify and submit student worker hours using the appropriate software and regularly review the budget.
- Represent and act as the first point of contact for the Finance department.
- Serve as a resource for faculty, staff, and students regarding university rules, regulations, policies, forms, and procedures.
- Manage the departmental office, including processing mail and ordering supplies.
- Arrange meetings, lectures, interview candidates, workshops, and department events.
- Assist faculty with service obligations related to their university roles, providing secondary support to teaching and scholarship.
- Assist with collecting information and data for departmental reports and Promotion, Retention and Tenure committee needs.
- Manage and coordinate office activities related to departmental faculty and staff, including travel.
- Assist the Chair of the Search and Screen Committee with recruiting faculty and academic staff members.
- Maintain appropriate documentation of budgetary needs during the hiring process.
- Assist with orienting new faculty and staff to the department and division.
- Assist the Chair in creating the semester class schedule and scheduling classrooms based on room availability, course conflicts, faculty schedules, and enrollment management.
- Identify and verify required course materials and available quantities each semester.
- Serve as liaison to textbook rental and the bookstore, including assisting faculty with ordering course materials.
- Serve as the department liaison for administering student evaluations of instruction.
- Maintain proficiency with software associated with classrooms, course materials, curricular and catalog changes, and curriculum development.
- Perform other duties as assigned by the supervisor.
Desired Qualifications
- Five or more years of administrative support experience.
- Experience in higher education, particularly in the University of Wisconsin System.
- An associate degree or professional certification.
- Office management experience.
- Proficiency with software and web-based applications, Office 365, and software used by the University of Wisconsin System.
- Knowledge of budget and appropriation structures and inventory and record keeping.
- Knowledge of and experience with purchasing procedures, purchasing contracts, and purchasing cards.
- Ability to plan, assign, and supervise the work of others, including student supervision.
- Willingness to maintain and enhance professional competencies through professional development workshops, seminars, and training sessions related to current position responsibilities.
- Ability to meet and work effectively with people across multiple organizational levels.
University of Wisconsin System is a statewide public higher-education system now branded as the Universities of Wisconsin. The system coordinates universities that provide undergraduate and graduate education, research, extension, and public service. It serves students, faculty, researchers, employers, public agencies, and communities throughout Wisconsin. Its operating model centers on member universities connected through system governance, shared services, public funding, technology, and statewide priorities. Teams work across instruction, research, student services, technology, facilities, finance, administration, and public engagement. Teams support coordinated daily delivery.
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