University Staff Academic Department Associate College of Natural Health Sciences

University Staff Academic Department Associate

Code: 14348 Posted: 05/24/2018

This position reports to the Chairs of Chemistry, Math-Physics and Psychology Departments. This position functions as the administrative support staff for these departments. The main responsibilities include administrative and fiscal duties relevant to purchasing supplies and equipment for teaching laboratories for the supported departments, faculty research laboratories, and other duties as assigned. The position requires a comprehensive knowledge of, and ability to analyze University policies, rules and regulations relating to accounting and purchasing, teaching, student records, travel expense reporting, and maintaining records. The position requires excellent customer service skills, accounting aspects of project management, organizational skills, and the ability to interact and partner with university administration, faculty, staff and students. Provide confidential support for CNHS departments, when requested, in all personnel-related issues including performance evaluations, grievances, salary, discipline actions, terminations and complaints.

Essential Duties and Responsibilities

  • Provide general administrative and program support to Faculty and Staff in Chemistry, Math-Physics and Psychology Departments.
  • Answer telephones and direct inquiries, route/complete duplicating requests, sort and distribute mail, and other correspondence as necessary.
  • Internal liaison between faculty, staff, students, Chair/Director, and Dean’s office. 
  • Assist supported Departments with development, processing and maintenance of academic-related records including course evaluations, course schedules and catalogs, curricular change forms, plan declarations, course syllabi, annual summary and any other requests 
  • Assist Chemistry, Math-Physics and Psychology Departments with various course-related documents including, but not limited to Executive Action forms, Grade Change forms, Independent Study forms, and Curricular Change forms.  Maintain and update an electronic (M drive) file with all necessary forms.
  • Provide students with information about the Chemistry, Math-Physics and Psychology Departments and their programs.
  • Obtain permission numbers for students to register in classes.
  • Post and inform students and Advising Center of class cancellations and room changes following University and departmental policies (i.e. due to weather or instructor absence).
  • Distribute, collect and process student course evaluations.
  • Process/route declaration of major forms and send letters to students informing them that they have been accepted into their program(s) of choice.
  • Assist faculty and staff with the preparation and documentation of grant proposals, publication materials, merit review, program reviews, promotion, tenure and post-tenure.
  • Report departmental needs to physical plant; light bulbs, bathroom, lab, plumbing/heating problems, and arrange for painting and cleaning of offices.
  • Maintain supplies of personal printer paper for each department.
  • Assist with preparation of lab manuals and make lab manuals available to students, coordinating with Creative Services and the campus bookstore.
  • Serve as backup for copy and fax machines maintenance/repair and supplies
  • Troubleshoot for copy machine, printers, projectors and other office and classroom equipment as necessary. Call for service when issues arise if necessary.
  • Maintain conference room calendar for departments as necessary
  • Keep files of syllabi for departments and supply copies as needed.
  • Maintatin key archive and tracking of key distribution
  • Administer hiring process for supported Department’s personnel, which includes maintaining TAM, making candidate travel arrangements, preparing interview schedules, assisting with on-campus itineraries, completing related hire forms, and coordinating all candidate reimbursements and other financial processes.
  • Coordinate room usage assigned for specific Chemistry, Math-Physics and Psychology courses. 
  • Provide financial support for Chemistry, Math-Physics and Psychology Departments. Oversight of S&E for the supported departments. Ordering supplies for the supported departments —including discovering appropriate vendors, and ensuring the best price.  
  • Assist the Department Chairs in decision making and preparation of the annual allocation of S&E budgets once provided by the Dean of the College of Natural and Health Sciences.
  • Compile, chart, and report S&E budget-related information monthly for supported departments.
  • Report monthly expenses, including but not limited to, telephone, photocopying, postage, duplicating (Creative Services), delivery service shipment costs and credit card reconciliation for supported departments.
  • Review, interpret, advice and reconcile monthly budget expenditures and encumbrances.
  • Oversee ongoing contracts for renewal of service and certification of equipment.
  • Maintain expenditures and monitor the various Laboratory Fees for courses in Chemistry, Math-Physics and Psychology Departments.
  • Make travel arrangements according to appropriate policies and procedures for guests and visitors; payments to individuals and requests for travel and cash advances for faculty and staff.
  • Perform other duties and special projects as assigned by your supervisor and the Dean’s office.

Standards of Performance 

  • Timeliness of meeting goals and communicating information
  • Strong attention to detail and prioritization
  • Willingness to make suggestions
  • Soundness of judgment and operational decisions
  • Ability to organize and prioritize work
  • Integrity in dealing with customers, students, vendors, employees, and management.
  • Punctuality, attendance, effective use of time, and willingness to work overtime when necessary
  • Maintaining confidentiality of sensitive information
  • Willingness to assist with special projects 

Essential Knowledge And Abilities 

  1. Ability to prioritize tasks
  2. Project management skills
  3. File management skills
  4. Customer service skills
  5. Handle a variety of tasks simultaneously
  6. Data interpretation and analysis
  7. Good judgment and decision-making ability
  8. Ability to work in fast-paced environment

Ergonomic Requirement:

  • Must be able to lift up to 50lbs. 


Education, Experience, Training and/or Certifications


  • Associate Degree
  • Administrative/office experience
  • Knowledge and hands-on experience using Microsoft suite and Outlook
  • Knowledge of general accounting and budgeting principles
  • Strong verbal and written communication skills 


  • Experience with PeopleSoft and Accounting Software
  • Experience working in Higher Education

 Salary and Benefits

 Starting hourly rate of $15.42 depending on qualifications and experience. 

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


Review of Applications

Applications received by Friday, June 15, 2018 are ensured full consideration. Position is opened until filled.


Application Process


All applications are to be submitted electronically through our employment portal.

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: Under "Basic Job Search" choose:

"Advanced Search", Job Opening ID: "14348"

Find Jobs Posted Within: "Anytime" click "Search"

Select "Academic Department Associate ", click "Apply "

You must login before you can apply. Input your "User Name" and "Password" and select "Login". If you have not yet registered, click "Register Now" to begin the registration process.

STEP 3: 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. Please include the following documents:

- Cover letter outlining qualifications for the position

- Resume

- Names and contact information for three references

- Transcript ((The unofficial transcript can be provided for the initial application, however the official transcript will be required for the selected candidate.)

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.



Employment will require a criminal background check in accordance with the Wisconsin Fair Employment Act.   

Note: Criminal Background Check - The Department of Workforce Development, Equal Rights Division prohibits employers from using criminal background check information, policies or practices that have a “disparate impact” and is not “job-related and consistent with business necessity” in hiring decisions. All information used to screen or hire job applicants should relate to the duties of the job. 

UW-Parkside is an AA/EEO employer:  All applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, sexual orientation, gender identity/expression, disability, or protected veteran status. Individuals from diverse backgrounds are encouraged to apply.  

It is the policy of UW-Parkside to provide reasonable accommodations to qualified applicants with disabilities. If you need assistance or accommodation in applying because of a disability, please contact the Office of Human Resources at 262-595-2204. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual's disability. 

In compliance with the Clery Act of 1998, the University of Wisconsin Parkside Crime Statistics Report is available at Call the UW-Parkside Campus Police Office at (262) 595-2455 for a paper copy of the annual report.

Contact Name: Lisa Lee

Contact Phone: 262-595-2327

Contact Email:

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