Department Assistant: Kinesiology, Health, Food and Nutritional Sciences

University of Wisconsin Stout • Menomonie, WI

18h • $18

About The Position

A university staff position is available in the Department of Kinesiology, Health, Food and Nutritional Sciences . The title for this assignment is Department Assistant. This is an expected-to-continue assignment which requires a six-month probationary period. The expected hourly hiring salary will be based on qualifications and experience, with a minimum of $18/hour. Full UW-System benefits apply. This position may be filled between 92% and 100% FTE, depending on department needs and candidate availability.

The Department Assistant serves as administrative support within the College of Arts & Human Sciences for the Department of Kinesiology, Health, Food and Nutritional Sciences. The Department Assistant reports to and works closely with the department chair and provides support and aid to the department’s students, faculty, and programs. In addition, this role may assist with tasks and projects that extend across the college, collaborating with various departments as needed.

Requirements

• High school diploma or equivalent
• Minimum 2 years of administrative or office support experience
• Strong organizational and time management skills with ability to manage multiple priorities
• Knowledge of common office operations and ability to quickly learn administrative applications
• Ability to conduct tasks professionally, accurately, and confidentially
• Ability to work independently and collaboratively in a team environment

Nice To Haves

• Associate or Bachelor’s degree
• Previous college/university/institutional experience
• Experience successfully navigating complex organizational and administrative policies and procedures
• Familiarity with finance software such as Workday and administrative computing systems such as course schedules

Responsibilities

• Coordinate and manage programmatic and administrative responsibilities including scheduling, data & information management, record keeping, and reporting
• Monitor, track, and reconcile the department's budget, funds, services and supplies, and purchasing expenses
• Manage course and laboratory scheduling, including classroom assignments/scheduling and coordination with university systems
• Process contracts, overload payments, and student hires (e.g., TAs/GAs) through Workday
• Support hiring, onboarding, and supervision logistics for student employees, including work-study students, teaching assistants, and graduate assistants
• Support faculty/staff/students in arranging travel for professional conferences, workshops, etc. and reimbursements when needed
• Support faculty purchasing needs for teaching, research, and laboratory activities, including ordering chemicals, food, and lab supplies
• Assist faculty and students with Office of Research & Sponsored Programs administration, including funding, budgets, student hiring, reports, and managing grants (such as student research grants for travel, purchasing, and tracking)
• Provide administrative support for dietetics program operations, including ordering for interns, managing intern portfolios, coordinating travel and registrations, and preparing and submitting credentialing and verification materials to the state
• Maintain departmental inventory, including keys, card access, and computing equipment
• Process key and card access requests
• Ensure proper operation and maintenance of office equipment
• Assist with documentation of meetings (including but not limited to meeting minutes) and record retention
• Serve as Recruitment coordinator when needed for department, college, and University recruitments
• Serve as back-up receptionist as needed
• Prepare physical plant work requests (thru TMA) when needed
• Potential for cross-collaboration of duties to further support the department or the College of Arts & Human Sciences
• Identifies, troubleshoots, and resolves problems regarding technical systems and programs related to department operations
• Monitors the department, unit or program budget and expenses, and may assist in the development of program budget and projections
• May provide operational guidance and training on day-to-day activities of student workers and program staff
• Serves as a primary point of contact for the department
• Develops, implements, and maintains methods and organizational systems directed at the maintenance of electronic/physical records related to department operations according to established policies and procedures
• Coordinates projects and program components including, scheduling and logistics, unit workflow, and identifies areas for process improvements

Benefits

• Full UW-System benefits apply
• The Universities of Wisconsin provides an excellent benefits package including participation in the Wisconsin State retirement plan, demonstrating our commitment to the diverse needs of our employees.
• Employee Benefits: https://www.wisconsin.edu/ohrwd/benefits/
• To calculate the estimated value of your total compensation, use the Health & Retirement Contributions Estimator | Employee Benefits (wisconsin.edu)

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 251-500 employees