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Academic Department Associate

Apply now Job no: 497932
Work type: Full-time
Location: Oshkosh Campus
Categories: University Staff

Working Title: Academic Department Associate
Official Title: Academic Department Associate
Employment Class: University Staff
FTE: 1.0
Compensation: Starting at $16.50/hour
FLSA Status: Non-Exempt
Terms of Employment: Continuous 
Position Summary: This position serves as primary administrative and program support for the Chair and Associate Chair of the English Department, and assists the Director of Master of Arts Program as necessary. Independently and with minimum supervision, this position is responsible for scheduling Department meetings, Administrative Group meetings, the production and maintenance of class scheduling, gathering and analyzing University data for reports, acting as project manager for department and faculty development projects, managing Department of English budgets, assigning department advisors, communicating with English majors/minors as necessary, and coordinating the Department's undergraduate and graduate program reviews as needed every seven years.



General: Assist chair with day-to-day and reporting matters, create yearly load reports of all faculty and academic staff, serve as main point of contact for any visitors to the department, answer any questions and direct to appropriate resource, enroll/drop students from classes, run department-related errands, organize agenda/announcements for department meetings, take minutes for department meetings, prepare committee voting forms and scheduling grids.

Reimbursement: Process all non-UW employees travel reimbursement.

Management: Create student employee schedule, hire and input new hires in HRS system, serve as Employee Unit Coordinator (EUC), as needed, and prepare and process required documentation for student appointments and payroll, manage student employees.

Faculty Hiring: Track and organize all incoming TTR files, and arrange schedules/rooms/lodging for candidates.

Academic Staff Contracts: Track and organize all rehire information for Academic staff in HRS system.

Event Planning: Help coordinate the fall convocation and spring banquet, secure rooms, order food for the banquet, work with vendors to order food and set up for banquet; assist with department workshop and guest-speaker planning.  Book Order: Work with the Bookstore to make sure book orders are turned in in a timely manner.

Syllabus/Office Hours:  Make sure everyone turns in their syllabuses and office hours the beginning of the semester.

Enrollment: Assemble weekly enrollment reports for the chair to monitor low-enrolled classes.

Technology: Update and create department website content for each semester. Service copier/printers and help staff and faculty with technology issues.


Course Building: This includes determining what classes to schedule at which times of the day (coordinating over 30 individual schedules), building the classes in PeopleSoft, working with Room Scheduling to find appropriate rooms, keeping the schedule/PeopleSoft/faculty & staff/Room Scheduling up to date with schedule changes.


Budget: Order department’s supplies, manage department supply expense and departmental sponsorships, monitor department and student salary budget throughout the year. 


Assign advisors for majors, place and remove holds on student accounts, update the handbook for majors annually.

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. Extensive knowledge of various computer applications. This may include Windows operating system, Microsoft Suite, Adobe Acrobat, Google Apps, and web tools
2. Ability to use all basic office equipment
3. Ability to manage multiple tasks and effectively organize work to meet deadlines
4. Ability to cope with regular interruptions
5. Ability to adjust work priorities with short notice
6. Ability to multi-task and keep diverse projects moving forward and on time
7. Knowledge of a wide variety of administrative support tasks, which may include purchasing, budget tracking, reporting, and policy adherence
8. Ability to learn and apply new software applications and/or processes to optimize efficiency
9. Communication skills that are effective, sensitive and clear, in face-to- face, oral, electronic, or written interactions
To Apply:

Applicants must submit the following documents using the online application:

Cover letter, resume, and contact information for 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 (October 2, 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 UWOs 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