Department Assistant Position

Job Duties:

Department Assistant Standard Job Description

 

30% A.  Administrative Support

A1. Compose written communications and answer correspondence, inquiries.

A2. Schedule appointments and reserve space for departmental functions.

A3. Attend departmental meetings, recording and distributing meeting minutes as assigned.

A4. Assist with travel arrangements; review and route reimbursement forms using an electronic workflow system; maintain current and up-to-date knowledge of university travel regulations and procedures.

A5. Develop and recommend procedures that will improve administrative effectiveness.

A6.  Perform other duties as assigned by the department chair and college.

           

30% B.  Financial Management Responsibilities

B1. Initiate, monitor, and verify purchases, following university policies and procedures.

B2. Act as administrator for department funding strings. Prepare and maintain department accounting record system. Monitor and reconcile financials for all department funding strings.

B3. Compile and submit financial status reports to the department chair for use in communicating with department members and administration.

B4. Prepare and process staff contracts.

B5. Communicate with appropriate personnel concerning budget transfers, discrepancies, etc., regarding university accounting activity reports.  Prepare budget transfers and/or deposits.

B6. Attend financial training sessions, review University and System policies and procedures to stay up to date on guidelines and best practices.

 

20% C.  Office Coordination and Management

C1. Plan flow of work in department office.  Develop and implement office procedures.

C2. Serve as lead supervisor for student employees. Process and monitor student payroll.

C3. Monitor status of office/classroom/lab equipment, furniture, computers, etc., with university offices and outside vendors. Arrange for necessary updates and repairs through approved University channels. Coordinate work orders and monitor process.

C4. Manage department computer inventory, including computers assigned to specific instructors.  Assist staff in procuring new computers.

C5. Open and distribute mail.

           

20% D.  Curriculum and Recruitment Support         

D1. Maintain department curriculum record of courses and revisions.  Maintain electronic records of schedules and syllabi.

D2. Schedule classes under the direction of the department chair, using the university’s online enrollment management system. Prepare the semiannual workload report for the department.

D3. Administer student evaluation of department courses and report results to appropriate personnel. 

D4. Prepare faculty/staff recruitment and hiring materials, post position announcements, process advertisements, set up electronic candidate files using the university’s hiring software, correspond with candidates as to the status of their application, and process forms for expenditure reimbursements. 

D5. Train all new employees on office procedures and operation of office equipment.

 

 

 

 

Key Job Responsibilities:

• Identifies, troubleshoots, and resolves problems regarding technical systems and programs related to department operations

• Coordinates projects and program components including, scheduling and logistics, unit workflow, and identifies areas for process improvements

• Develops, implements, and maintains methods and organizational systems directed at the maintenance of electronic/physical records related to department operations according to established policies and procedures

• Serves as a primary point of contact for the department

• May provide operational guidance and training on day-to-day activities of student workers and program staff

• Monitors the department, unit or program budget and expenses, and may assist in the development of program budget and projections

 

 

Department:

The Psychology Department’s purpose is to engage its faculty and students in discovery, critical thinking and self-development in order to foster growth as enlightened citizens, able to enrich lives in local and global communities. The department offers a bachelor’s degree in Psychology, a master’s degree in Applied Industrial/Organizational Psychology, and minors in Cognitive Neuroscience, Human Resource Management, and Psychology.

 

The Social Science Department engages in community-based research and offers a wide range of courses in anthropology, economics, geography, history, political science, sociology, social work, and global languages. The department offers a bachelor’s degree in Applied Social Science and minors in Conflict Resolution and Nonviolence Leadership, Cultural Anthropology, Economics, Geographic Information Systems, History, Science, Technology and Society (STS), Sociology, and Spanish.

 

The English, Philosophy, and Communication Studies Department houses the university’s two-course first-year writing sequence and first-year communication studies course, as well as general education courses in theme-based and culture-based literature, literary genre studies, and philosophy.  The department offers undergraduate majors in Professional a& Technical Communication and Game & Media Studies, along with minors in Digital Humanities, English Writing & Literature, Journalism, Philosophy, Communication Studies, and Women, Gender, & Sexuality Studies.

 

Compensation:

Minimum starting salary of $18.00 per hour, commensurate with qualifications and experience.  A six-month probationary period is required

 

Required Qualifications:

• High school diploma or equivalent.

 

Preferred Qualifications:

Experience in a higher education environment.

• Experience in budgetary management.
• 3 years or more of demonstrated office experience.

 

ESSENTIAL KNOWLEDGE, SKILLS, AND ABILITIES

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills in working with a diverse community.
• Basic computing skills, including familiarity with desktop hardware and standard business software programs (e.g., word processing, spreadsheets, database) and the internet.
• Adaptability to function in a dynamic environment of changing procedures, policies, and software.
• Ability to delegate and prioritize work.
• Good work habits, such as attendance, punctuality, accountability, thoroughness, and resourcefulness.
• Capability to work independently and as part of a team environment and on collaborative efforts.

 

 

How to Apply:

Complete applications received by end of day, November 3, 2025 are ensured full consideration.  Applications submitted after November 3rd may be reviewed at the discretion of the search committee or until position is filled.

 

To apply, click on the APPLY button or go to: https://www.uwstout.edu/about-us/careers-jobs

 

Required application materials:

Cover letter (* See below) Curriculum vitae or resume

 

*Please use your cover letter to speak to each of the Minimum/Required Qualifications for this position as listed above. For each required qualification, describe your relevant experience, using specific examples from your work history to illustrate how your experience satisfies the requirement.

 

It is the policy of UW-Stout to provide reasonable accommodation to qualified applicants with disabilities. If you need assistance, or accommodation in applying because of a disability, please contact us using the information below. Employment opportunities will not be denied because of the need to make reasonable accommodation for a qualified individual's disability.

 

Contact Information:

For questions regarding this position or recruitment, please contact:

Search Chair: Julie Watts, English, Philosophy, & Communication Studies

Phone: 715-232-5375

Email: wattsj@uwstout.edu

 

If you need assistance with the online application process or if you submitted your application prior to uploading all the required application materials, please contact:

Search Coordinator: Diane Duerst

Phone: 715-232-1629

Email: duerstd@uwstout.edu

 

 

Guidelines to ensure consideration:    

• Applicants must complete all required fields and attach all required application materials.     

• Within your cover letter address each of the Minimum/Required Qualifications specified for this position. For each required qualification, describe your relevant experience, using specific examples from your work history to illustrate how your experience satisfies the requirement.  

 

It is the policy of UW-Stout to provide reasonable accommodation to qualified applicants with disabilities. If you need assistance, or accommodation in applying because of a disability, please contact us using the information below. Employment opportunities will not be denied because of the need to make reasonable accommodation for a qualified individual's disability.   

 

The Universities of Wisconsin provides an excellent benefits package including participation in the Wisconsin State retirement plan, demonstrating our commitment to the diverse needs of our employees. 

• Employee Benefits:  https://www.wisconsin.edu/ohrwd/benefits/

• To calculate the estimated value of your total compensation, use the Health & Retirement Contributions Estimator | Employee Benefits (wisconsin.edu)

 

Employment is contingent upon the final candidate’s completing a criminal background check and being cleared to work by the Human Resources Office.  Employment is also contingent upon the final candidate passing reference checks and an essential job function test, as applicable. The reference check process includes asking the final candidates’ professional references questions regarding employee misconduct, sexual violence, and sexual harassment. Reference checks must be conducted at a minimum with three professional references, at least one of which must be a prior supervisor.

 

Final candidates with previous employment within the Universities of Wisconsin and State of WI agencies will be subject to additional reference checks. 

 

In response to a public records request, the Universities of Wisconsin will not reveal the identities of applicants who request confidentiality in their online application, except that the identity of the successful final candidate will be released. See Wis. Stat. sec. 19.36(7).

 

UW-Stout is committed to providing safety and security of all members of our community in accordance with the Clery Act. For campus safety information and crime statistics visit: https://www.uwstout.edu/life-stout/police-and-parking/clery-information

 

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.