Career Opportunities

Administrative Support

Academic Department Associate - Nursing and Health Studies, Education & Phuture Phoenix

Posting Date

11/9/2017 12:00:00 AM

Position Information

Title:  Academic Department Associate

Essential Job Functions

This position reports to the Student Services Specialist and is responsible for administrative, program, and budgetary support for the Nursing and Health Studies, Education, and Phuture Phoenix Departments.

This position includes the following responsibilities:

  • Provide administrative support to the chairperson, faculty, and staff.
  • Serve as the initial point of contact, and direct program inquiries to faculty and staff as needed.
  • Prepare correspondence, mailings, and reports.
  • Maintain databases, documents, department files, and forms.
  • Organize, plan, and arrange meetings and events, taking minutes as needed.
  • Oversee distribution of hard copy Course Comment Questionnaires (CCQs) for campus courses.
  • Provide administrative support for search and screen committees, coordinate interviews, and arrange travel plans for candidates.
  • Assist with preparing accreditation and affiliation documents.
  • Assist with surveys, workflow, and coordinating the annual scholarship application process.
  • Process applications, maintain applicant files, and review files to ensure compliance.
  • Monitor, interpret, and maintain budgets, and assist with preparation of annual budgets.
  • Monitor supply and expense (S&E) record balances, provide detailed S&E balances, reconcile records, and resolve discrepancies.
  • Identify cost-efficient and professional approaches, and make projections for year-end expenditures.
  • Invoice departments, process charge backs, reconcile statements, and resolve discrepancies.
  • Prepare Personnel Action requests.
  • Facilitate the acquisition of supplies, and initiate equipment repair service calls and work order requests.
  • Collect and upload department syllabi to University depository.
  • Train student assistants, and monitor their work.



  • Associates Degree and two years of related work experience or 5 years of related work experience in a professional administrative capacity


  • Bachelor's Degree
  • Experience in higher education environment
  • Proficiency with Microsoft Office software

The successful candidate will have exceptional oral, written, interpersonal, organizational, time-management, computer, proofreading, and customer service skills; the ability to communicate with diverse constituents; and the willingness to work independently, as well as part of a collaborative team. This position requires the ability to manage multiple deadlines, projects, and priorities with attention to detail and exceptional accuracy; show excellent judgment, including sensitivity to personal and confidential information; and demonstrate flexibility and the ability to adapt to ongoing change. Good work habits, such as attendance, punctuality, accountability, thoroughness, and resourcefulness, are essential for this position.

Conditions of Appointment

Position is a full-time University Staff appointment. The work hours for this position will be 7:45 a.m. – 4:30 p.m., Monday through Friday. A criminal conviction investigation will be conducted on the finalist(s). A six-month probationary period is required for this position. In compliance with the Wisconsin Fair Employment Act, the University does not discriminate on the basis of arrest or conviction record. Applicants must be legally authorized to work in the United States.


Hourly salary range of $15.42-$16.00
This position is not exempt from the overtime provisions of the Fair Labor Standards Act (FLSA). 

The UW System provides an excellent benefits package, including participation in the Wisconsin State Retirement Plan.

To Apply

STEP 1: Please select the applicable link below:

External Applicants: (NOT currently employed by the University of Wisconsin System)
Internal Applicants: (Currently employed by the University of Wisconsin System)

STEP 2: From "Job Search" screen,

  • Click in "Keywords" box.
  • Enter Job Opening ID "13674"
  • Click "Search."
  • Select "Academic Department Associate - Nursing and Health Studies, Education & Phuture Phoenix"
  • Click "Apply."
    • You must login before you can apply. Input your "User Name" and "Password" and select "Login."
    • If you have not yet registered, click "Register Now" to begin the registration process.

STEP 3: Submit application materials:

Please be sure to complete all required fields, and include all required documents before submitting your application. Once submitted, you will not be able to edit or attach any application materials. Files must be complete to be considered. Please include the following documents:

  • Cover letter that specifically addresses qualifications for the essential job functions
  • Resume
  • Unofficial transcripts of the highest degree achieved
  • Names and contact information for three references

You must select "Submit Application." Selecting "Save as Draft " or "Exit" will not forward your application materials to the search committee.

If you have any questions, need accommodations, or submitted your application with missing materials, call or email:

Human Resources
Phone: (920) 465-2390

Application Deadline

To ensure consideration, please submit application materials by Friday, December 15, 2017.

Note: The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis.Stat. sec. 19.36(7).

For more information regarding the University of Wisconsin-Green Bay and the surrounding area, see our Campus and Community section. For Campus Safety information see our Office of Public Safety website and our Annual Security Report (for a paper copy please contact the Office of Human Resources at (920) 465-2390). This report includes statistics about reported crimes, as well as information about crime prevention and campus security policies and procedures.

The University of Wisconsin-Green Bay is an Affirmative Action Equal Employment Opportunity employer committed to achieving a diverse workforce and to maintaining a community which welcomes and values a climate supporting equal opportunity and difference among its members. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender and/or gender identity or expression, marital or parental status, genetic information, national origin, ethnicity, citizenship status, veteran or military status (including disabled veteran, recently separated veteran, other protected veteran, or Armed Forces service medal veteran status), age, or disability.