Academic Department Associate (2 positions)
Working Title: Academic Department Associate Official Title: Academic Department Associate Employment Class: University Staff FTE: 1.0 Compensation: $16.04 - $18.50 FLSA Status: Non-Exempt Terms of Employment: Continuous Position Summary:
The College of Business is seeking a highly organized individual to provide support to its departments.
The position is responsible for monitoring the Department’s budget and expenses using WISER and Microsoft Excel spreadsheets, mathematical formulas and basic concepts in bookkeeping. This position reports to the Department Chair and works independently to assure that a wide range of deadlines are met, assisting and advising the Chair, faculty, and staff as necessary.
Option for reduced hours (e.g., during the summer)
Please review our competitive benefits package here .
- Provide Budget Support (20%)
- Compile budget material for the yearly budget process. Review
final budget allocations for accuracy.
- Maintain and oversee operational budget activity for all
- Post all department credit/debit transactions to the central
accounting system (Oracle). Review monthly records and reconcile to
WISER budget system.
- Process and monitor reimbursements for Department Foundation
accounts. Create electronic spreadsheets to track Departmental
Foundation accounts including Endowed Professorships. Advise and
support for purchasing procedures, balances, and expiration
- Assist with grant administration by monitoring balances, grant
expiration dates, and purchasing procedures and deadlines. Support
the Department Chair to manage grant funds.
- Assist UBO with additional faculty/ad hoc payments (e.g. online
stipend, off-site stipend, etc.)
- Respond to queries regarding budget and expenditure
transactions. Determine action needed, when appropriate. Work with
appropriate Administrative Services to correct accounting
- Responsible for departmental purchasing; processing and
receiving orders, tracking and monitoring expenses, adhering to
end-of-year deadlines. Monitor office supply inventory. Resolve
supply expense problems. Advise the department on purchasing
procedures. Reconcile monthly US Bank statement for VISA purchases.
Reallocate expenses as needed within the deadline. Assure Dept.
Chair reviews and signs off. Track expenses on Purchasing Log and
keep files updated for future Purchasing audit.
- Prepare, process, and monitor work orders for building repairs
& maintenance, order keys and e-card room access, process IRC
and Document Service orders. Track charge-back reports and
- Advise faculty on e-reimbursement procedures for memberships,
registrations, and travel expenses. Monitor approvals of these
expenses. Revise appropriate accounts. Post expenses in oracle for
- Monitor and track faculty development allocation for
- Provide and communicate general information and resources to
faculty, staff, students, campus and general public.
- Hire, train, and supervise student employees. Manage tutors and
create schedules to be shared with students, faculty, and advisors.
Approve timesheets bi-weekly.
- Organize, apply and maintain department electronic and physical
- Manage office space/storage and eliminate outdated
records/files following university guidelines and departmental
procedures set forth by the University Archivist Office and
departmental policy. Prepare documents for shredding as
- Access student information through PeopleSoft, including:
Student contact information, student transcripts and reports,
program plans, rosters, class tallies, etc.
- Attend pertinent training for new software, software updates,
processes, procedures, and mandatory compliance.
- Adhere to departmental, college and university deadlines
relevant to the functioning of the department. Initiate reminders
to appropriate instructors and students.
- Serve as Search Assistant for tenure-track and Instructional
Academic Staff recruitment. Work in PageUp to create the Position
Description, Position Requisition, and Offer Card, working closely
with the Department Chair throughout the hiring process. Understand
and adhere to all policies and procedures throughout the search and
screen process. Manage payments related to recruitment.
- Provide resource information for new faculty and staff and
assist with onboarding by preparing office, requesting equipment
set-up, providing supplies, ordering keys, providing assistance
with policies & procedures.
- Regularly review content on the department web page to ensure
it is up-to-date. Monitor website links to verify correct links and
information. Make website content updates as needed or as directed
by the Department Chair or College dean.
- Prepare class schedules and faculty office hours schedules each
semester, prepare quiz and exam copies, copy/scan book and course
material as needed.
- Coordinate student advising assignments. Coordinate student
survey sheets each semester. Identify non-declared majors and send
lists to faculty for advising.
- Process student prerequisite waivers, add/drop cards, appeals
to repeat, change of major requests, curriculum modification
- Use Navigate to report any student interactions relevant to
student advising and check notes for status clarification and
information as needed.
- PERC process checks to verify students have completed
prerequisites for classes they have enrolled in. Notify students of
issues, request responses, and drop students who do not
- Collect Syllabi for each course each semester. Save copies to
the COB shared folder.
- Update student email lists from BDR each month for student
listservs, and serve as listserv moderator.
- Request and collect textbook orders in a shared spreadsheet.
Submit to the Book Store each semester, adhering to deadlines, and
informing them of any changes/cancellations in classes as needed.
Process requests for desk copies and book purchases. Communicate
with publishing book reps (McGraw-Hill, Cengage, etc.)
- Provide parking permit information to guest speakers as
- Reserve meeting rooms as requested, prepare meeting agendas,
post meeting notices, attend department meetings, record and
prepare minutes, maintain electronic files.
- Reserve rooms and assist with make-up exam set-up as
- Provide clerical support to student organizations, which
includes making room reservations, mailing parking permits to guest
speakers, and processing forms for meal and travel expenses,
- Work with Advisory Boards (maintain membership lists, schedule
and set up meetings, meetings minutes and additional
- Operate, maintain, and troubleshoot minor problems with
workroom and office equipment.
- Assist faculty who are having classroom audio/visual equipment
problems; call for help if necessary.
- Initiate and develop scheduling charts by course and
instructor. Request changes in schedule, check for possible
conflicts. Distribute faculty schedules.
- Coordinate class schedules with Department Chairs, including
study abroad and Fox/FDL classes) and build classes in PeopleSoft
within deadlines. Make any room request adjustments as
- Monitor and manage course enrollment changes as needed
throughout the registration period and first week (first week
add/drops, waitlists, enrollment caps, room caps).
- Contact students of any changes affecting schedules, compose
and send email to each informing them of change and other choices.
Advise students of procedures for enrolling in Independent
Study/Related Readings courses and Internships.
- Serve as point of contact with the public regarding COB/Dept.
and class information. Maintain a professional, positive attitude
when answering questions or assisting people whether by phone,
email or direct contact.
- Maintain a professional and efficient work environment.
- Maintain a positive, professional relationship with COB and UWO
- Stay informed about university and departmental policies,
procedures, major events, and issues as needed to accurately answer
questions from faculty, students, and general public.
- Basic understanding of procedures and policies with regard to
academic processes at an institution of higher education.
- Experience working with MS Word in creating and editing
- Ability to write grammatically correct correspondence; speak
and convey thoughts clearly.
- Knowledge of spreadsheet or database software (e.g. MS Excel)
to track and report data.
- Ability to learn and apply new software applications to
- Demonstrated commitment to diversity, equity, and inclusion.
- Comprehensive experience with and understanding of University,
College, and Department procedures and policies with regard to
- High-level proficiency with the PeopleSoft Student Information
System, especially the functions of Student Enrollment, Transcript
Requests and Application Maintenance.
- Knowledge of Web design software (e.g.WordPress).
- Familiarity with a student information management system,
particularly functions pertaining to student enrollment, transcript
requests and application maintenance.
- Knowledge of purchasing, budget reporting, HRS timekeeping, and
shared financial systems.
Essential Skills, if applicable:
- File documents requiring the ability to stand, bend, open and
- Uses computer and can type
- File documents requiring the ability to stand, bend, open and lift files
Applicants must submit the following documents using the online application:
Cover letter, resume, and contact information for 3 professional references
For questions regarding your application and additional options to apply, contact Human Resources at email@example.com or 920-424-1166.
The University of Wisconsin System is engaged in a Title and Total Compensation (TTC) project to redesign job titles and compensation structures. As a result of the TTC project, official job titles on current job postings may change in 2021. Job duties and responsibilities will remain the same. For more information please visit: wisconsin.edu/ohrwd/title-and-total-compensation-study/ .
TO ENSURE CONSIDERATION: Applications received by May 31, 2021, are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. Application materials will be evaluated and the most qualified applicants will be invited to participate in the next step of the selection process. Incomplete and/or late application materials may not receive consideration.
If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact the Office of Human Resources.
The University of Wisconsin Oshkosh (UWO) is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. We strongly encourage women, minorities, people with disabilities and veterans to apply. UWO, in compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, does not discriminate on the basis of race, color, national origin, religion, sex, sexual orientation, gender identity/expression, disability, or protected veteran status.
Diversity drives innovation, creativity, and progress. At the University of Wisconsin Oshkosh, the culture, identities, life experiences, unique abilities, and talents of every individual contribute to the foundation of our success. Creating and maintaining an inclusive and equitable environment is of paramount importance to us. This pursuit prepares all of us to be global citizens who will contribute to the betterment of the world. We are committed to a university culture that provides everyone with the opportunity to thrive.
UWO provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability, please contact firstname.lastname@example.org or 920-424-1166. This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.
Confidentiality of Applicant Materials
UWO is a State agency and subject to Wisconsin's Open Records Law. UWO will not, however, reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsin's Open Records law. In certain circumstances, the identities of "final candidates" and/or the identity of the appointed applicant must be revealed upon request.
CBC & Reference Check Policy
All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.
The University of Wisconsin Oshkosh does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term.
Annual Security and Fire Safety Report (Clery Act)
For the UWO Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see https://uwosh.edu/police/ , or call UWO Police Department, at (920) 424-1212 for a paper copy.
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