Academic Department Associate (2 positions)

University of Wisconsin-Oshkosh
Wisconsin, United States
Salary Not Specified
May 06, 2021
Employment Type
Full Time

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 .

  1. Provide Budget Support (20%)

  1. Compile budget material for the yearly budget process. Review final budget allocations for accuracy.

  2. Maintain and oversee operational budget activity for all Departmental accounts.

  3. Post all department credit/debit transactions to the central accounting system (Oracle). Review monthly records and reconcile to WISER budget system.

  4. 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 dates.

  5. Assist with grant administration by monitoring balances, grant expiration dates, and purchasing procedures and deadlines. Support the Department Chair to manage grant funds.

  6. Assist UBO with additional faculty/ad hoc payments (e.g. online stipend, off-site stipend, etc.)

  7. Respond to queries regarding budget and expenditure transactions. Determine action needed, when appropriate. Work with appropriate Administrative Services to correct accounting errors.

  8. 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.

  9. 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 expenditures.

  10. 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 reconciling.

  11. Monitor and track faculty development allocation for departments.

  • Provide General Administrative Support (30%)

    1. Provide and communicate general information and resources to faculty, staff, students, campus and general public.

    2. Hire, train, and supervise student employees. Manage tutors and create schedules to be shared with students, faculty, and advisors. Approve timesheets bi-weekly.

    3. Organize, apply and maintain department electronic and physical filing systems.

    4. 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 needed.

    5. Access student information through PeopleSoft, including: Student contact information, student transcripts and reports, program plans, rosters, class tallies, etc.

    6. Attend pertinent training for new software, software updates, processes, procedures, and mandatory compliance.

    7. Adhere to departmental, college and university deadlines relevant to the functioning of the department. Initiate reminders to appropriate instructors and students.

    8. 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.

    9. 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.

    10. 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.

  • Provide Academic Department Support (20%)

    1. Prepare class schedules and faculty office hours schedules each semester, prepare quiz and exam copies, copy/scan book and course material as needed.

    2. Coordinate student advising assignments. Coordinate student survey sheets each semester. Identify non-declared majors and send lists to faculty for advising.

    3. Process student prerequisite waivers, add/drop cards, appeals to repeat, change of major requests, curriculum modification appeals, etc.

    4. Use Navigate to report any student interactions relevant to student advising and check notes for status clarification and information as needed.

    5. 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 qualify.

    6. Collect Syllabi for each course each semester. Save copies to the COB shared folder.

    7. Update student email lists from BDR each month for student listservs, and serve as listserv moderator.

    8. 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.)

    9. Provide parking permit information to guest speakers as requested.

    10. Reserve meeting rooms as requested, prepare meeting agendas, post meeting notices, attend department meetings, record and prepare minutes, maintain electronic files.

    11. Reserve rooms and assist with make-up exam set-up as needed.

    12. 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, etc.

    13. Work with Advisory Boards (maintain membership lists, schedule and set up meetings, meetings minutes and additional correspondence)

    14. Operate, maintain, and troubleshoot minor problems with workroom and office equipment.

    15. Assist faculty who are having classroom audio/visual equipment problems; call for help if necessary.

  • Course Scheduling (20%)

    1. Initiate and develop scheduling charts by course and instructor. Request changes in schedule, check for possible conflicts. Distribute faculty schedules.

    2. 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 requested.

    3. Monitor and manage course enrollment changes as needed throughout the registration period and first week (first week add/drops, waitlists, enrollment caps, room caps).

    4. 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.

  • Point of contact with the public (5%)

    1. 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.

    2. Maintain a professional and efficient work environment.

    3. Maintain a positive, professional relationship with COB and UWO administrative offices.

    4. Stay informed about university and departmental policies, procedures, major events, and issues as needed to accurately answer questions from faculty, students, and general public.

  • Other duties (5%)

  • Qualifications Required:
    1. Basic understanding of procedures and policies with regard to academic processes at an institution of higher education.

    2. Experience working with MS Word in creating and editing documents.

    3. Ability to write grammatically correct correspondence; speak and convey thoughts clearly.

    4. Knowledge of spreadsheet or database software (e.g. MS Excel) to track and report data.

    5. Ability to learn and apply new software applications to optimize efficiency.

    6. Demonstrated commitment to diversity, equity, and inclusion.
    1. Comprehensive experience with and understanding of University, College, and Department procedures and policies with regard to academic processes.

    2. High-level proficiency with the PeopleSoft Student Information System, especially the functions of Student Enrollment, Transcript Requests and Application Maintenance.

    3. Knowledge of Web design software (e.g.WordPress).

    4. Familiarity with a student information management system, particularly functions pertaining to student enrollment, transcript requests and application maintenance.

    5. Knowledge of purchasing, budget reporting, HRS timekeeping, and shared financial systems.

      Essential Skills, if applicable:

      1. File documents requiring the ability to stand, bend, open and lift files

      2. Uses computer and can type

    To Apply:

    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 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: .

    Application Deadline:

    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.

    Legal Notices:

    AA/EO Statement
    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.

    DEI Statement
    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.

    Reasonable Accommodations
    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 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.

    Work Authorization
    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 , or call UWO Police Department, at (920) 424-1212 for a paper copy.

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