Academic Department Associate
$37,440–$37,440 year
On-siteLa Crosse, Wisconsin, United States
Job Summary
Represent the Finance department as the primary point of contact for faculty, staff, and students regarding policies, procedures, and forms. Manage office operations by processing mail, ordering supplies, scheduling meetings and events, and coordinating travel. Support faculty with service obligations, recruitment activities, and grant administration while maintaining departmental files and updating public materials. Create semester class schedules, verify course materials, and serve as the liaison for student evaluations and textbook rentals. Supervise student workers by hiring, training, and verifying hours against the budget. Manage departmental finances by reconciling billing statements, overseeing grants and faculty start-up funds, and controlling procurement card usage. Work independently with minimal supervision to handle administrative matters internal and external to the department.
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
- Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term
- All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education
Desired 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
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