Current Employees: If you are currently employed at any of the Universities of Wisconsin, log in to Workday to apply through the internal application process.
Position Title:
Department Assistant: Department of Counseling, Rehabilitation, and Human Services
Job Category:
University Staff
Employment Type:
Regular
Job Profile:
Department Assistant
Job Duties:
A full-time university staff position is available in the Department of Counseling, Rehabilitation, and Human Services. The title for this assignment is Department Assistant. This is an expected-to-continue assignment which requires a six-month probationary period. The expected hourly hiring salary will be based on qualifications and experience, with a minimum of $18/hour. Full UW-System benefits apply.
QUALIFICATIONS
Minimum / Required
- High school diploma or equivalent
- Minimum 2 years of administrative or office support experience
- Strong organizational and time management skills with ability to manage multiple priorities
- Knowledge of common office operations and ability to quickly learn administrative applications
- Ability to conduct tasks professionally, accurately, and confidentially
- Ability to work independently and collaboratively in a team environment
Highly Desired/Preferred
- Associate or Bachelor’s degree
- Previous college/university/institutional experience
- Experience successfully navigating complex organizational and administrative policies and procedures
- Familiarity with finance software such as Workday and administrative computing systems such as course schedules
RESPONSIBILITIES
The Department Assistant serves as administrative support for the Department of Counseling, Rehabilitation and Human Services. The Department Assistant reports to and works closely with the department chair and provides support and aid to the department’s students, faculty, and programs.
- Coordinate and manage programmatic and administrative responsibilities including scheduling, data & information management, record keeping and reporting related to department operations.
- Monitor, track, and reconcile the department budget, funds, services and supplies, and purchasing expenses.
- Create contracts and overload payments thru Workday for faculty, staff and GA’s.
- Support faculty/staff/students in arranging travel for professional conferences, workshops, etc. and reimbursements when needed.
- Assist faculty with purchases to support teaching and scholarship activities, including classroom/lab supplies, equipment, and other consumables.
- Assist faculty and students with Office of Research & Sponsored Programs funding, budgets, hiring of students, reports.
- Ensure proper operation and maintenance of office equipment
- Assist with documentation of department meetings and record retention
- Serve as TAM coordinator when needed for department recruitments
- Serve as back-up receptionist for the department as needed
- Order keys for students and department members; complete key inventories
- Prepare physical plant work requests (thru TMA) when needed.
- Responsible for posting, interviewing, hiring, and training of work study students
APPLICATION INSTRUCTIONS
Complete applications received by end of day, March 29, 2026 are ensured full consideration. Applications submitted after March 29, 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)
- 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:
Co-Search Chairs:
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:
Search Coordinator: Traci Rassbach
Phone: 715-232-2994
Email: [email protected]
ADDITIONAL INFORMATION
Minimum starting salary of $18.00, commensurate with qualifications and experience.
A six-month probationary period is required
The University of Wisconsin-Stout does not offer H-1B or other work authorization visa sponsorship for this position. A successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment and for maintaining work authorization throughout the employment term. If you have questions regarding this, please contact our Human Resources office, Phone: 715.232.2149.
Key Job Responsibilities:
- Identifies, troubleshoots, and resolves problems regarding technical systems and programs related to department operations
- Monitors the department, unit or program budget and expenses, and may assist in the development of program budget and projections
- May provide operational guidance and training on day-to-day activities of student workers and program staff
- Serves as a primary point of contact for the department
- Develops, implements, and maintains methods and organizational systems directed at the maintenance of electronic/physical records related to department operations according to established policies and procedures
- Coordinates projects and program components including, scheduling and logistics, unit workflow, and identifies areas for process improvements
Guidelines to ensure consideration:
Applicants must complete all required fields and attach all required application materials.
Within your cover letter address each of the Minimum/Required Qualifications specified for this position. For each required qualification, describe your relevant experience, using specific examples from your work history to illustrate how your experience satisfies the requirement.
It is the policy of UW-Stout to provide reasonable accommodation to qualified applicants with disabilities. If you need assistance, or accommodation in applying because of a disability, please contact us using the information below. Employment opportunities will not be denied because of the need to make reasonable accommodation for a qualified individual's disability.
The Universities of Wisconsin provides an excellent benefits package including participation in the Wisconsin State retirement plan, demonstrating our commitment to the diverse needs of our employees.
Employment is contingent upon the final candidate’s completing a criminal background check and being cleared to work by the Human Resources Office. Employment is also contingent upon the final candidate passing reference checks and an essential job function test, as applicable. The reference check process includes asking the final candidates’ professional references questions regarding employee misconduct, sexual violence, and sexual harassment. Reference checks must be conducted at a minimum with three professional references, at least one of which must be a prior supervisor.
Final candidates with previous employment within the Universities of Wisconsin and State of WI agencies will be subject to additional reference checks.
In response to a public records request, the Universities of Wisconsin will not reveal the identities of applicants who request confidentiality in their online application, except that the identity of the successful final candidate will be released. See Wis. Stat. sec. 19.36(7).
UW-Stout is committed to providing safety and security of all members of our community in accordance with the Clery Act. For campus safety information and crime statistics visit: https://www.uwstout.edu/life-stout/police-and-parking/clery-information
UW is an Equal Opportunity Employer
Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, status as a protected veteran, or any other bases protected by applicable federal or State law and UW System policies. We are committed to building a workforce that represents a variety of backgrounds, perspectives, and skills, and encourage all qualified individuals to apply.
Administrative & Executive Assistance (2)