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Academic Department Associate

Apply now Job no: 497850
Work type: Part-time
Location: Oshkosh Campus
Categories: University Staff

Working Title: Academic Department Associate
Official Title: Academic Department Associate
Employment Class: University Staff
FTE: 0.75
Compensation: Starting at $16.50
FLSA Status: non-exempt
Terms of Employment: continuous
Position Summary: This is the primary administrative and clerical support position for the Chemistry Department. The qualified candidate will work independently to assure that a wide range of deadlines are met, assisting and advising the Co-chairs, faculty, staff, and students, as necessary. The position requires the use of a large variety of software packages. Normal hours of work are Monday through Friday 6 hours per day, between 7:45 am and 4:30 pm; some flexibility in scheduling is available.


% of time Duties / Responsibilities Essential / Marginal
A.	Enrollment management and advising.

1.	Input class schedules using PeopleSoft.  The use of some of the more advanced features in PeopleSoft will be required to input “coupled classes (e.g., coupled lecture, lab and discussion classes) along with “combined” section classes (e.g., different discussion sections meeting at the same time.)  Prepare printed schedules for the department. Make sure appropriate instructors are set up for Early Alert and grading.

2.	Work with room scheduling to place classes in appropriate classrooms.  Contact Room Scheduling to get extra rooms when requested by instructors for additional class time or for Faculty/Student work. 

3.	Prepare/update lists of majors, usually on a weekly basis during the Fall and Spring Semesters.  Contact any new Chemistry majors and their Chemistry Advisor to set up advising appointment. Assign majors to faculty advisors according to specified criteria.  Place academic advising stops on student records, and email majors about setting up advising appointments. Remove stops after advising appointments.

4.	Perform entry level advising:  act as initial point of contact for students in need of advising regarding chemistry courses and requirements.  Refer students to appropriate faculty advisor as needed.

5.	Run class enrollments on a daily basis, from registration through the beginning weeks of the Semester, and compile totals for Chemistry Chair.  On a daily basis organize and maintain wait lists for high-demand courses.  Contact students on the wait lists as spaces in class open up.  Keep copies of email communication for written verification of enrollment.

6.	Working with the PERC program, contact students regarding prerequisites of courses in which they are enrolled. Contact UW Oshkosh Admissions Dept. for information on transfer grades when needed.

B.	General administrative and clerical support.

1.	Prepare confidential correspondence and reports.

2.	Compose and send letters and memos, envelopes both under own and Department Chair’s signature and also assist instructors with these duties as needed.

3.	Manage and maintain department office computer, printers, photocopier and fax machine.  Make minor adjustments as needed and request supplies and repairs when required.

4.	Coordinate and place textbook orders. Also order specified supplies for individual classes as needed. Maintain Excel Spreadsheets in each semester for future reference.

5.	Oversee student evaluation of teaching program in the department.  Prepare department listing of evaluations needed, receive prepared packets from testing center attaching specific department instructions, verify packets with listing, ascertain that evaluations are given at the proper time, collected and returned to testing center for processing.

6.	Set up and maintain individual filing systems for the Department, as necessary.  Eliminate outdated records/files following university guidelines and procedures set forth within the University Archivist Office.
7.	Order office supplies for department and program using MDS.  Maintain supplies inventory as necessary.

8.	Prepare and process work orders for repairs, lock changes, key requests, painting, etc., for all faculty.  Arrange for phone and computer installations. Keep an inventory of all phone numbers and jack activations.

9.	Make arrangements for Department sponsored events.  Reserve rooms, correspond with speakers, communicate with co-sponsors, generate publicity, and coordinate means, as necessary. Obtain parking passes for guests and assist with travel arrangements.  Set up refreshments for seminars.

10.	Assist faculty in the production and distribution of instructional materials, including laboratory manuals, syllabi, safety rules, seminar abstracts, and exams. Assist faculty in the production of manuscripts and grant proposals. Help faculty compile work orders for Document Services. Produce numbered cover sheets and scan sheets for exams. Collate exams with scan sheets and other materials.

11.	Prepare outgoing mail for pickup, and sort delivered mail.  Store quizzes and exams in secure drawers. Notify staff when packages or exams are delivered.

12.	Maintain and update the Department website. Maintain and update bulletin boards and display cases for the Chemistry Dept.

13.	Collect, file and maintain student assessment materials. Schedule and administer the Major Field Assessment Tests to Chemistry Majors graduating at the end of each semester.

14.	Attend department meetings.  Maintain records of minutes and distribute as appropriate.  Assist department committees with their activities.

15.	Update Chemistry scholarship information in Academic Works.

16.	Gather data from alumni to assist in the periodic Program Review of the Department.
C.	Fiscal Responsibilities

This position has secondary fiscal responsibility for the Department, as activities requiring specialized training in chemistry, such as the purchase of chemical reagents, are assigned to the Chemistry Stockroom Manager.

1.	Monitor and maintain budget for various department accounts, manage budget, track activity and perform year-end balancing as needed. List all orders in a drive shared with with Chemistry Stockroom so all calculations can be maintained for budget planning. Look at invoices in the PAT system and reallocate accounts as needed and match to shared drive listings. Keep records in balance with WISDM on a monthly basis for Chairs review, approval and signature. Maintain records for auditors. Independently compile and prepare information for budget reports/requests for the Chair and for COLS.

2.	Maintain records of credit card purchases and monitor for security purposes. Print end of month statements and match with purchases.

3.	Coordinate and process aspects of purchasing for the Department.  (Contact with approved outside vendors regarding order information, pricing, exchanges, etc.; check orders for accuracy; track orders; receive and check in orders.)

4.	Process reimbursements for faculty and staff, making sure proper procedures have been followed, including appropriate documentation.  Determine appropriate funding sources, record expenditures.

5.	Prepare and process Direct Payment Requests, honoraria, co-sponsorship agreements (TTR), etc.

6.	Monitor student payroll through the HRS.  Keep an Excel spreadsheet showing expenditures and allocations making sure that all records are accurate and match with WISDM.

7.	Act as Stockroom Manager’s back-up for placing orders for chemicals and supplies, including gas cylinders and cryogens.  Coordinate with the vendor and department faculty so the return of the refilled cylinders coincides with faculty needs.

D.	Human Resources support

1.	Initiate, develop and computerize scheduling forms, faculty grids and worksheets for department.  Track faculty loads and course offerings from semester to semester.  Prepare and keep current.

2.	Post student jobs using Handshake. Add student employees (paid from a variety of sources including Federal work-study, STEP, and research grants) to HRS, verifying work eligibility. Serve as Employee Unit Coordinator (EUC), as needed, and prepare and process required documentation for student appointments and payroll. Requires knowledge of Student Appointment System, HRS system, UW Oshkosh and UW System policies regarding student employment.

3.	Initiate work order requests for keys issued to students for access to research laboratories.  Initiate work order requests to have student Titan Cards activated for access to chemistry stockroom. Maintain Excel spreadsheet for all key requests for student workers to make sure keys are returned when necessary.

4.	Assist with correspondence and record keeping regarding faculty and academic staff vacancies. Assist with logistics for candidate interviews.  Initiate necessary forms for reimbursement for candidate expenses.  

5.	Provide initial contact with new faculty and academic staff.  Assign office; activate telephone; arrange for required office furniture; order computer equipment and arrange for installation; process travel reimbursement; issue necessary keys; inform them of Department guidelines and procedures.

6.	Assist in preparation of confidential faculty evaluations for merit, promotion, tenure and renewal/nonrenewal decisions/recommendations.

7.      Prepare and submit necessary HR forms.
E. Other duties as assigned by the supervisor and/or COLS Dean's Office. May include providing administrative assistance to other COLS academic departments as needed due to vacancies or leave.
Required: 1. Communicate clearly, sensitively, and effectively.
2. Write grammatically correct correspondence.
3. Keep accurate and thorough records.
4. Use a large variety of software packages, including Microsoft Office.
5. Keep a large number of diverse projects moving forward and on time.
6. Be willing to participate in professional development and training to become more effective and efficient for this position.
Preferred: 1. Experience with PeopleSoft.
To Apply:

Applicants must submit the following documents using the online application:

Cover letter, resume, three 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 Spring 2020. Job duties and responsibilities will remain the same. For more information please visit:

Application Deadline:

TO ENSURE CONSIDERATION: Applications received by 8/10/2020 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.

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’s Police Department, at (920) 424-1212 for a paper copy.


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Equal Opportunity and Affirmative Action Employer

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.

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Reasonable Accommodations

The University of Wisconsin Oshkosh is committed to the full inclusion of all qualified individuals. As part of this commitment, UW Oshkosh will ensure that persons with disabilities are provided reasonable accommodations. If a reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact the Office of Human Resources, Equal Opportunity, Equity & Affirmative Action, (920) 424-1166 or