Academic Department Associate

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Position Title:

Academic Department Associate

Job Category:

University Staff

Employment Type:

Regular

Job Profile:

Department Assistant

Job Duties:

Reporting directly to the Chair of Finance, this position provides administrative support to the department.

The Academic Department Associate (ADA) exercises discretion and independent judgment in matters of significance to the operations of the Department and is delegated responsibility for the administrative matters internal or external to the Department. Independently and with minimal supervision, the ADA is responsible for administrative support in the following areas: policies and procedures, budgets and expenses, class scheduling and enrollment, and ongoing day-to-day operations of the Department. The ADA may be responsible for coordinating, training and supervising student workers within the Department. Support to all students, faculty, and staff members within the Department is expected.

The College of Business Administration (CBA) at the University of Wisconsin–La Crosse includes six academic departments and the Small Business Development Center. The CBA has over 3,000 students enrolled in one of the eight majors offered. It also offers seven minors and participates in the UW System’s online MBA consortium. Fully accredited by AACSB International, the CBA is recognized for high-quality faculty, staff, programs, and students, and maintains strong regional and global partnerships. A robust Assurance of Learning program regularly evaluates undergraduate and graduate outcomes, supporting accountability and continuous improvement.

The review of applications starts on August 12, 2026. Applications received on or before August 12th are prioritized and review will continue until the position(s) is/are filled. Initial interviews will be conducted virtually, with shortlisted candidates invited to campus.

UW-La Crosse 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. If you have questions regarding this, please contact Human Resources at 608-785-8013.

Key Job Responsibilities:

Budget and Records Management:

• Manage department financial transactions in consultation with the department chair.
• Maintain control of the usage and tracking of the department procurement card and reconcile monthly billing statements.
• Oversee all accounts, including grants and faculty start-up.
• Establish and/or maintain proficiency with the software associated with spreadsheets and budgeting software.

Miscellaneous:

• Assist faculty, in collaboration with the department chair, in numerous areas associated with instruction and creativity, and scholarship including scheduling rooms, computers/software requests, grant support, etc.
• Occasional administrative support for college-level needs if departmental time demands allow for flexibility.
• Establish and maintain department files.
• Assist with department events and public relations by updating the web site, brochures, etc.
• Other duties as assigned by supervisor.

Supervision of Student Workers:

• Hire, train, schedule tasks/hours, and supervise student workers.
• Verify and submit hours on the appropriate software and review the budget regularly.

Office Management and Administrative Support:

• Represent and act as the first point of contact for the Finance department.
• Serve as a resource for faculty, staff, and students regarding university rules, regulations, policies, forms, and procedures.
• Manage the departmental office, including processing mail and ordering supplies.
• Make arrangements for meetings, lectures, interview candidates, workshops, and department events.
• Assist faculty with their service obligations related to their university roles (second to primary support for teaching and scholarship).
• Assist with the collection of information/data for departmental reports and Promotion, Retention and Tenure committee as needed.
• Manage and coordinate other office activities as they relate to departmental faculty/staff, including travel.
• Assist chair of Search & Screen Committee with work related to the recruitment of faculty/academic staff members.Keep appropriate documentation of budgetary needs during the hiring process. Assist in the orientation of new faculty and staff to the department and division.

Registration/Curriculum Management for the Department:

• Assist Chair in creating the class schedule and scheduling classrooms for the semester in response to various parameters, i.e. room availability, course conflicts, faculty schedules, enrollment management, etc.
• Identify and verify which course materials are required for courses each semester and that quantities are available. Serve as liaison to textbook rental and bookstore, including assisting faculty with ordering course materials.
• Serve as the department liaison for the administration of the student evaluation of instruction.
• Establish and/or maintain proficiency with the software associated with classrooms, course materials, curricular and catalog changes, and development.

Department:

Finance

Compensation:

$18.00/ hour

Required Qualifications:

• Minimum of high school diploma.
• Administrative support experience.
• Demonstrated experience in the use of software including Microsoft Office Suite, email, and electronic calendars.
• Demonstrated bookkeeping experience, especially pertaining to budget, travel, and procurement records.
• Demonstrated ability to communicate clearly, respectfully, and effectively in face-to- face, oral, written, and electronic forms.
• Excellent organizational, time management, and multi-tasking skills with an attention to detail despite frequent interruptions.
• Demonstrated ability to work independently and collaboratively, and set priorities to meet the demands of the position.
• Demonstrated ability to use discretion and good judgment regarding confidential information.

Preferred Qualifications:

• 5+ years administrative support experience.
• Experience in higher education, particularly in the UW system.
• Associate degree or professional certification.
• Office management experience.
• Proficiency with software and web-based applications, Office 365 and UW System utilized software.
• Knowledge of budget and appropriation structure, inventory/record keeping.
• Knowledge of and experience with procedures regarding purchasing, purchasing contracts, and purchasing cards.
• Ability to plan, assign, and supervise the work of others (student supervision).
• Willingness to maintain and enhance professional competencies by participating in professional development workshops, seminars, and training sessions, related to current position responsibilities.
• Ability to meet and work effectively with people across multiple levels of the organization.

How to Apply:

Required application documents

Cover letter (that addresses the required and preferred qualifications)

CV / Resume

Contact Information:

Adam Stivers, [email protected]

Special Notes:

Application deadlines TO ENSURE CONSIDERATION: Priority consideration is given to those candidates who apply by the listed ‘First Review Date’. Applications received after that date may be considered 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.

Confidentiality of Applicant Materials UWL is a state agency and subject to Wisconsin’s Open Records Law. UWL 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.

Annual Security and Fire Safety Report (Clery Act) For the UWL Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see http://www.uwlax.edu/student-life/student-resources/annual-security-report/ or contact the University Police Department at 608.785.9000.

INFORMATION ABOUT YOUR BENEFITS Your benefits add an additional 40%+ to the overall financial package from the university. Highlights include:

• Paid vacation for 12-month positions.

• Excellent flexible health insurance with low co-pays and good coverage.

• Paid holidays and paid sick days.
• After 5 years of employment, you become vested in our retirement system which ensures income post-career.

• Benefits at UWL are highly competitive with local industry and some of the strongest in state and nation.

Benefit eligibility is determined at the point of hire. This information is provided for illustrative purposes only. Benefits are also pro-rated based on the appointment percentage.

UW is an Equal Opportunity Employer Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, status as a protected veteran, or any other bases protected by applicable federal or State law and UW System policies. We are committed to building a workforce that represents a variety of backgrounds, perspectives, and skills, and encourage all qualified individuals to apply.