Career Opportunities

Administrative Support

Academic Department Associate (87.5%)

Posting Date

11/1/2018 12:00:00 AM

Position Information

UW System Title: Academic Department Associate (87.5%)

Essential Job Functions

Under the general direction of the Chairs of Humanities, Art & Design, Music, and Theatre & Dance, this position performs budgetary and administrative support for over 75 faculty/staff members within Humanities, the Writing Center, First Nation Studies, Gateways to Phoenix Success, Art & Design, Music, and Theatre & Dance.  This position will work full-time during the nine months of the academic year and half-time during the summer months.

This position includes the following responsibilities:

  • Provide reception, sort/distribute mail, assist with mailings, and order office supplies/equipment.
  • Expedite daily duplicating and scanning requests, and prepare monthly duplicating reports.
  • Provide administrative and program support to faculty and staff.
  • Function as administrative liaison between chairs, faculty, and instructors, assisting department chairs in budgetary and organizational matters.
  • Serve as a contact person for questions by maintaining a comprehensive knowledge of University rules and regulations, which may require research for information and solutions.
  • Promote events, maintain message boards and unit website calendar, and update web pages as needed.
  • Coordinate conference room schedules, and reserve meeting space on campus as needed. 
  • Provide technical assistance for Skype meetings, assist with event planning and budgeting for campus and community events, and submit work order requests.
  • Coordinate and assist recruitment chairs with search and screen activities.
  • Post job notices, hire students, initiate new hire paperwork, and create work schedules for student employees.
  • Assist new faculty and staff with setup of their offices (supplies, nameplates, keys, painting, and cleaning), and familiarize them with campus and departmental operation information.
  • Collect, save, and upload syllabi from all instructors.
  • Prepare and distribute Course Evaluation forms to instructors each term.
  • Assist Music Department faculty with student recitals and NASM accreditation.
  • Maintain key inventory and departmental directories.
  • Maintain Excel spreadsheets of departmental, course fee, and grant expenditures, record and verify expenditures, and reconcile with WISDM.
  • Assist budgetary chairs with coordination and management of supply and expense funds.
  • Work with the Dean Assistant in the College of Arts, Humanities and Social Sciences regarding budget details.
  • Make suggestions to chairs for cost-efficient approaches to situations, and make projections for year-end expenditures.
  • Provide purchasing services to faculty in expending their professional development funds, grants, lab mod, or one-time funds by determining needs, equipment compatibility where appropriate, vendors, prices, etc.
  • Prepare and process purchase orders and internal chargeback forms.
  • Check balances and adjust allocations for funding student and temporary help.
  • Monitor departmental expenditures on University purchasing cards, reconcile purchasing card statements with receipts, and forward to the Purchasing Department on a timely basis.
  • Assist in travel arrangements and prepare electronic travel authorization and expense reimbursement reports for faculty, staff, recruitment candidates, and visitors.



  • High school diploma at time of application
  • Computer proficiency and the ability to use Microsoft Office software
  • Budget management experience
  • Experience working in an office environment


  • Associate's Degree
  • Experience with PeopleSoft or other related information systems
  • Experience managing grant budgets

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 an 87.5% University Staff appointment.  This position will work full-time during the nine months of the academic year and half-time during the summer months. The work hours for this position will be between 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. The University of Wisconsin-Green Bay 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.


Hourly salary range of $15.42 - 16.25
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 System.

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 "14901"
  • Click "Search."
  • Select "Academic Department Associate (87.5%)"
  • 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
  • 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 Monday, November 12, 2018.

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.