Academic Department Associate

Universities of Wisconsin•La Crosse, WI

7d•Onsite

About The Position

Reporting directly to the Chair of Finance, this position provides administrative support to the department. The Academic Department Associate (ADA) exercises 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. Independently and with minimal supervision, the ADA is responsible for 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. The ADA may be responsible for coordinating, training and supervising student workers within the Department. Support to all students, faculty, and staff members within the Department is expected. The College of Business Administration is one of three colleges at the University of Wisconsin-La Crosse. The CBA consists of six academic departments and one non-academic department which is the Small Business Development Center. Six of the college’s seven academic programs are housed in an academic department (Accountancy, Economics, Finance, Information Systems, Management, and Marketing) except for the International Business program which is managed by the CBA International Business Advisory Committee (IBAC). There are eight majors and seven minors in the undergraduate curriculum. The college also participates in the University of Wisconsin online consortium Master of Business Administration (MBA). The CBA has an outstanding reputation for the high quality of its faculty, programs, staff, and most importantly its students. The CBA is fully accredited by AACSB International (Association to Advance Collegiate Schools of Business) – the premier national and international accreditation authority. The college maintains active collaborations within the region and community and with numerous educational institutions in Europe, Asia, and elsewhere. The College of Business Administration maintains an active Assurance of Learning Program to ensure both the undergraduate and graduate programs are assessed and evaluated on a regular basis to foster successful student learning. The planning and assessment efforts are guided by a task force of knowledgeable and enthusiastic faculty and instructional academic staff. Assurance of Learning supports the AACSB accreditation principles of accountability and continuous improvement. The review of applications starts on August 12, 2026. Applications received on or before August 12th are prioritized and review will continue until the position(s) is/are filled. Initial interviews will be conducted virtually, with shortlisted candidates invited to campus. UW-La Crosse 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 at 608-785-8013.

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.
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.

Responsibilities

Represent and act as the first point of contact for the Finance department.
Serve as a resource for faculty, staff, and students regarding university rules, regulations, policies, forms, and procedures.
Manage the departmental office, including processing mail and ordering supplies.
Make arrangements 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.
Manage and coordinate other office activities as they relate to departmental faculty/staff, including travel.
Assist chair 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.
Assist Chair in creating the class schedule and scheduling classrooms for the semester in response to various parameters, i.e. room availability, course conflicts, faculty schedules, enrollment management, etc.
Identify and verify which course materials are required for courses each semester and that quantities are available. Serve as liaison to textbook rental and bookstore, including assisting faculty with ordering course materials.
Serve as the department liaison for the administration of the student evaluation of instruction.
Establish and/or maintain proficiency with the software associated with classrooms, course materials, curricular and catalog changes, and development.
Hire, train, schedule tasks/hours, and supervise student workers.
Verify and submit hours on the appropriate software and review the budget regularly.
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.
Occasional administrative support for college-level needs if departmental time demands allow for flexibility.
Establish and maintain department files.
Assist with department events and public relations by updating the web site, brochures, etc.
Other duties as assigned by supervisor.
Manage department financial transactions in consultation with the department chair.
Maintain control of the usage and tracking of the department procurement card and reconcile monthly billing statements.
Oversee all accounts, including grants and faculty start-up.
Establish and/or maintain proficiency with the software associated with spreadsheets and budgeting software.