Academic Department Associate- Chemistry & Biochemistry

University of Wisconsin Stout•La Crosse, WI

5d•Onsite

About The Position

The Chemistry & Biochemistry Department at the University of Wisconsin-La Crosse invites applications for an Academic Department Associate. Reporting directly to the Chair of the Chemistry & Biochemistry Department, this position provides administrative support to the department. The Chemistry & Biochemistry Department at the University of Wisconsin-La Crosse has 28 faculty and staff members supporting over 200 undergraduate majors and over 400 undergraduate minors. The department supports and values diversity in its faculty, staff, and students. We seek colleagues who share the department's commitment to diversity and who will support students with diverse backgrounds, preparation, and career goals.

Requirements

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.

Nice To Haves

5+ years administrative support experience.
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.
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.
Knowledge of and experience with procedures regarding purchasing, purchasing contracts, and purchasing cards.
The ability to lift up to 50 lbs.

Responsibilities

Exercise 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.
Provide 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.
Coordinate, train and supervise student workers within the Department office.
Support all students, faculty, and staff members within the Department.
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.
Establish and maintain departments’ files.
Assist with department events and public relations by updating the web site, brochures, etc.
Other duties as assigned by supervisor.
Represent and act as the first point of contact for the Chemistry & Biochemistry Department.
Serve as a resource for faculty, staff, and students regarding university rules, regulations, policies, forms, and procedures.
Manage the departmental offices, including processing mail and ordering supplies.
Plan 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.
Assist with collection of information/data for national accreditation reports as needed.
Manage and coordinate other office activities as they relate to departmental faculty/staff, including travel.
Assist chairs 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.
Hire, train, schedule tasks/hours, and supervise student workers.
Verify and submit hours on the appropriate software and review the budget regularly.
Manage the department’s financial transactions in consultation with the department chair.
Maintain control of the usage and tracking of the department’s procurement card(s) and reconcile monthly billing statements.
Oversee all accounts, including grants and faculty start-up funds.
Establish and/or maintain proficiency with the software associated with spreadsheets and budgeting software.
Manage the department’s financial transactions in consultation with the department chair.
Maintain control of the usage and tracking of the department’s procurement card(s) and reconcile monthly billing statements.
Oversee all accounts, including grants and faculty start-up funds.
Establish and/or maintain proficiency with the software associated with spreadsheets and budgeting software.