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Academic Department Associate

Code: 14844 Posted: 10/11/2018

The University of Wisconsin-Parkside invites applications for the position of Academic Department Associate.

Reporting to faculty chairs, the Academic Department Associate for the departments of Politics, Philosophy, & Law and Sociology is responsible for providing administrative support for the college, faculty, and students. This position will work within a team, serving as the first point of contact between current/prospective students and departmental faculty. The Academic Department Associate also leads and supervises student workers during academic sessions. Duties for this position include, but are not limited to, assisting the faculty chairs with course scheduling, processing student/faculty forms, maintaining course/student/purchasing files, monitoring departmental budgets, assisting faculty in submissions for travel and reimbursement, and supporting departmental event planning.

Essential Job Functions

Essential Duties and Responsibilities

Administrative Assistance

  • Policies and procedures: Make decisions and exercise judgment when following and/or implementing program guidelines, campus policies, and procedures.
  • Serve as first point of contact with the public regarding Department/Center/Program operations, policies, procedures, and programs. Screen phone calls, mail, faxes, emails, and walk-ins. Sort and distribute incoming mail. Provide students with information on Department/Center/Program clubs.
  • Facilitate Department/Center/Program forms, correspondence, and duplication, including (but not limited to) letters, email announcements, memos, routine forms for Chair/Director and students, faculty schedules, grant proposals, course announcements, job applications, textbook requests, programs, flyers, posters, newsletters, and handouts, etc. Post and inform students of class cancellations and room changes following University and Department/Center policies (i.e. due to weather or absences.)
  • Serve as liaison between the Department/Center/Program and the Dean’s office on issues relating to faculty, staffing needs, instructional staff recruitment, visiting scholar appointments, course information, and funding issues. Arrange meetings and schedule conference room as needed.
  • Ensure the department website is up to date.  Maintain department’s social media accounts, posting weekly to bi-monthly
  • Take Department/Center meeting minutes if requested; distribute minutes to appropriate faculty, Dean, and Secretary of the Faculty, as needed.
  • Assist Chair concerning tenure and promotion procedures and deadlines
  • Assist Chairs & Search Committees with faculty recruitment and searches. Work with Chair/Director to field staffing needs of the Department/Center, as needed. Contact lecturers/adjuncts who are scheduled to teach each semester and assist them with any required paperwork. Maintain files on lecturers/adjunct instructors.
  • Plan travel (in state and out of state). If requested, assist faculty in making hotel and travel arrangements when traveling to conferences, following the appropriate UW travel policies and using approved vendors. Prepare and submit forms for chair/faculty for travel pre-authorizations, vacation, and time reporting as required.  Maintain and submit records of travel and expense reporting.
  • Assist Chair and faculty with Program-specific functions, procedures, activities, and events.
  • Provide Chair/Director/faculty with pertinent student and enrollment information utilizing the current UW Parkside student information system.

Fiscal Duties

  • Act as purchasing agent for the Department/Center/Program with authority to purchase supplies and equipment through approved internal and external vendors. Serve as liaison with UW purchasing department and vendors to ensure compliance with university, state, and federal guidelines.
  • Monitor the Department/Center supplies/expense account and verify incoming orders for accuracy. Distribute items or return orders if shipped incorrectly.
  • Use WISDM and Excel to monitor budgets and to keep accurate records of spending for office/Department/Center/Program/projects. Provide Chair/Director with monthly budget reports and recommendations on spending. Reconcile monthly duplication and phone charges.

Academic Program Duties

  • Review course schedule load sheets for each instructional session, screen for basic errors/conflicts. Review course schedule load sheets for each instructional session, screen for basic errors/conflicts. Assist with processing catalog copy changes as needed and requested.
  • Maintain and update a file of all necessary forms. Provide assistance to faculty and students in the preparation of all university forms (i.e. timesheets, requisitions, payment to individual reports, travel expense reports, position authorization requests, etc.) as needed.
  • Maintain confidentiality of student/program forms, per FERPA (i.e.: Department/Program copies of Incomplete or Grade Change forms, copies of Curricular Change Forms, etc.)

Supervisorial Duties

  • Assist in interviewing / hiring student worker(s), if invited to do so by direct supervisor.
  • Train student worker(s) concerning the policies and procedures of the Department/Center and train to use equipment, including (but not limited to) copy machine, fax machine, voicemail, scanner, and computer.
  • Give guidance on payroll procedures to student workers. Approve student workers time in HRS system.

Essential Knowledge and Abilities

  • Working knowledge of word processing, spreadsheet, and email programs
  • Demonstrated ability using time management techniques and practices
  • Ability to plan, organize, and prioritize multiple work assignments and projects
  • Ability to work independently and with a team
  • Ability to communicate effectively both verbally and in writing
  • Ability to develop and maintain effective professional working relationships with individuals at all organizational levels both within the campus community and externally


  • High School Diploma
  • Strong organizational skills
  • Strong attention to detail
  • Effective communicator


  • Associates degree or higher
  • Proficient in software applications such as Microsoft Office (Word, Excel, Access, Powerpoint)
  • Two or more years of experience working in higher education, customer service, or related field
  • Experience in supervising/management
Salary and Benefits

Starting hourly rate of $16.34 depending on qualifications and experience.

The University of Wisconsin System provides a liberal benefits package, including participation in a state pension plan. 

Benefit Details: https://www.wisconsin.edu/ohrwd/benefits/download/summaries/fasl.pdf

Total Compensation Estimator: https://www.wisconsin.edu/ohrwd/benefits/totalcomp/

Application Process

Applications must be submitted electronically through our employment portal. If you need additional assistance you may contact Human Resources at (262) 595-2204. Hours 8:00am-4:30pm Monday-Friday.

STEP 1: Please select the applicable link below:

External Applicants: (NOT currently employed by the University of Wisconsin System)

Internal Applicants: (Currently employed by the University of Wisconsin System)

STEP 2: Submit application materials

Please be sure to complete all required fields and include all required documents before submitting your application. Once submitted, you will not be able to edit or attach any application materials. Files must be complete to be considered. All materials must be added at one time, once submitted you may not edit/add to profile. Please include the following documents:

  • Cover letter
  • Resume
  • Names and contact information for three references

Review of Applications

Applications received by Monday October 29th, 2018 are ensured full consideration. Position is open until filled.

You must select "SUBMIT". Selecting "Save" will not forward your application materials to the search committee. 

Please be sure to complete all required fields and include all required documents before submitting your application. Once submitted, you will not be able to edit or attach any application materials.

In instances where the Review Committee is unable to ascertain from a candidates application materials whether she/he meets all of the required qualifications, or if all of the application materials are not submitted, they will be evaluated as not meeting such qualifications and may be excluded from further consideration.


Felicia Dominquez

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