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Academic Department Associate

Apply now Job no: 497500
Work type: Part-time
Location: Oshkosh Campus
Categories: University Staff

Working Title: Academic Department Associate
Official Title: Academic Department Associate Computer Science & Physics/Astronomy
Employment Class: University Staff
FTE: 0.80
Compensation: Starting at $15.42
Terms of Employment: Continuous
Position Summary: Provide administrative support for the Computer Science Department (75%) and Physics and Astronomy Department (25%). Work in collaboration with department chairs and faculty performing various responsibilities in support of departmental programs and sets priorities to assure deadlines are met.

Provide administrative support to Department of Computer Science and Department Physics/Astronomy

  • Serve as point of contact for students, faculty, and public regarding the department's operations, policies, and program.
  • Organize workflow to meet deadlines for reports, class schedules, book orders, tests and syllabi.
  • Take minutes at department staff meetings.
  • Assist in maintaining all appropriate records and data for the department in order to report internally or externally.
  • Assist with faculty and staff recruitment. As needed, aid in on-boarding and setting up office for new hire.
  • Assist with planning details and making arrangements for department events and meetings.
  • Prepare and process work orders. Arrange for phone and computer installations.
  • Develops and maintains departmental program and administrative files.
  • Prepares all appropriate human resources forms for personnel transactions, appointment/reappointment, etc. for a variety of faculty and staff appointment types.
  • Prepare confidential correspondence, files, and reports on behalf of the chairs.

Budgetary/Fiscal Responsibilities

  • Purchase all departmental supplies and equipment using appropriate purchasing guidelines and maintaining proper purchasing records. Use department purchasing card following all policies and guidelines.
  • Keep records and oversee expenditures from department accounts. Estimate projected expenses for spending and budget use. Reconcile accounts in WISDM with internal budget spreadsheets.
  • Recommends and assigns expenditures to appropriate fund accounts and adheres to purchasing policies and fiscal year deadlines.
  • Assist faculty with travel related expenses.
  • Track student workers wages to remain within budget.

Academic Programs 

  • Class building, prerequisite checks for all courses, register students, maintain and manage wait lists, set up advising lists and assign advisors, monitor and run course enrollment reports, maintain lists of majors and minors.
  • Collect and maintain student data from exit interviews, student evaluations and assessments, and alumni information.
  • Complete appropriate paperwork to advertise, hire, and activate student workers. Initiate requests to grant appropriate access. If applicable, serve as Employing Unit Coordinator (EUC).
  • Collects and files syllabi and office hours for faculty and academic staff. Track faculty loads and course offerings.
  • Order textbooks, instructor copies and maintain a spreadsheet of textbooks ordered each semester.
  • Assist in maintaining department website, bulletin boards, and display cases. Update syllabi, office hours each semester.

Other Duties 

  • Other duties as assigned by Department Chairs or COLS Dean's Office.
  • Provide administrative assistance to other COLS academic departments as needed due to vacancies or leave.
Required: Able to work independently with little supervision.
Capacity to learn new or changed processes, or software applications quickly.
Ability to prioritize and coordinate multiple tasks in support of the department.
Intermediate proficiency in various computer applications. This may include Windows operating system, Microsoft Suite, Adobe Acrobat, Google Apps, and web tools.
Preferred: Write grammatically-sound correspondence/emails and speak and convey thoughts clearly.
Knowledge of University and College policies and procedures helpful.
Basic understanding of PeopleSoft Student Information System or other similar relational record database.
A bachelors degree.
To Apply:

Applicants must submit the following documents using the online application:

Cover letter, Resume, and the contact information for 3 professional references

UWO is committed to building a culturally diverse employee workforce and strongly encourages women, minorities, individuals with disabilities, and veterans to apply.

For questions regarding your application and additional options to apply, contact Human Resources at or 920-424-1166.

Application Deadline:

TO ENSURE CONSIDERATION: Applications received by January 5, 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.

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:

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