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Academic Department Associate

Apply now Job no: 498030
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: .80
Compensation: Starting at $16.50/hour
FLSA Status: Non-Exempt 
Terms of Employment: Continuous 
Position Summary: The Department of Engineering Technology (DET) houses 5.5 faculty, 3 academic staff, and the Viessmann Chair. The program is highly collaborative and is home to transfer students from many institutions in northeast Wisconsin. The DET is a cost-recovery program and is responsible for maintaining detailed budget records. The highly collaborative nature of the program requires a significant amount of contact with external partners. The position is multi-faceted, diverse, and includes office work, ordering and tracking of supplies, and support of new initiatives.

1. Primary Administrative Support for the Department of Engineering Technology (70%)

a. Track spending and compile monthly, quarterly and annual budget reports

b. Manage the completion of administrative forms (TERs, PIRs, TTRs, etc.) and submit for signature

c. Order supplies and keep supply order log to track supply trends over time

d. Manage billing systems, prepare invoices, payment and deposits for multiple accounts.

e. Facilitate recruiting activities and logistics, as needed.

f. Answers telephone for Department of Engineering Technology and respond to questions and student programmatic concerns. Make decisions concerning routing calls to appropriate individuals or units.

g. Utilizes PeopleSoft to provide the chair with information related to undergraduate programs.

h. Prepares, distributes, and posts agendas for department meetings.

i. Keeps bulletin boards updated.

j. Maintains timetable schedule, faculty load and as needed. Prepares report from databases.

k. Creates, maintains, and updates department web page

2. Program Outreach and Marketing (10%)

a. Work with faculty, Admissions, etc. on recruiting and outreach events as needed

3. Student Employee Coordinator (10%)

a. Responsible for student employment payroll, hiring, and logistics processing. Serve as Employee Unit Coordinator (EUC), as needed.

b. Train, direct and review student office employees in their tasks

c. Supervises students'' work hours and approves hours on HRS every two weeks.

4. Other Duties as Assigned by the Chair and/or COLS Dean's Office (10%)

1. Demonstrated ability to work independently and complete tasks with minimal supervision.
2. Willingness and ability to anticipate, identify, and adapt to change in a fast-paced working environment.
3. Demonstrated ability to maintain employee and client records appropriately.
4. Proficiency in Microsoft Office Suite.
5. Effectively communicate using oral and written communication.
6. Demonstrated commitment to Diversity, Equity, & Inclusion
1. Experience using website management software.
2. Proficiency using financial management data systems.
3. Demonstrated success collaborating with other university departments, public organizations and private entities to reach project goals.
4. Knowledge of and ability to maintain all lab and safety standards and protocols.
5. Working knowledge of the university and its systems.
6. Hands-on understanding of teaching systems.
7.Experience training, mentoring and supervising student employees.
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 2021. Job duties and responsibilities will remain the same. For more information please visit:

Application Deadline:

TO ENSURE CONSIDERATION: Applications received by November 13, 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.

DEI Statement
Diversity drives innovation, creativity, and progress. At the University of Wisconsin Oshkosh, the culture, identities, life experiences, unique abilities, and talents of every individual contribute to the foundation of our success. Creating and maintaining an inclusive and equitable environment is of paramount importance to us. This pursuit prepares all of us to be global citizens who will contribute to the betterment of the world. We are committed to a university culture that provides everyone with the opportunity to thrive.

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