Department Assistant: Kinesiology, Health, Food and Nutritional Sciences

Universities of Wisconsin•Menomonie, WI

16d•$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