Department Assistant

University of Wisconsin Stout • Oshkosh, WI

11d

About The Position

The Department Assistant provides administrative and operational support to academic departments within the College of Business, Arts, and Communication at the University of Wisconsin-Oshkosh. Reporting to the Undergraduate Program Manager, the role independently coordinates departmental functions such as budget and purchasing administration, academic support, course scheduling, student and faculty assistance, records management, and office operations. The assistant serves as a primary contact for faculty, staff, students, and external stakeholders, supporting the efficient operation of assigned departments and the educational mission of the College and University.

The position supports academic programs through course creation and enrollment management, processing student requests, maintaining records and communications, and facilitating faculty onboarding and support. It also handles financial transactions, monitors departmental budgets, coordinates purchasing, and ensures compliance with university policies, procedures, and deadlines. The role requires organization, attention to detail, sound judgment, and the ability to manage competing priorities while fostering positive working relationships.

Requirements

• High school diploma.
• Demonstrated written and verbal communication skills, including preparing professional correspondence and communicating effectively with diverse audiences.
• Experience providing professional customer service and serving as a primary point of contact for diverse stakeholders.
• Experience using office productivity software, including email and calendar management systems, word processing, spreadsheets, and PDF applications such as Outlook, Microsoft Word, Microsoft Excel, and Adobe Acrobat.
• Ability to identify and resolve discrepancies, errors, or incomplete information in records, reports, or documentation.
• Ability to work independently and in a team environment.
• Demonstrated commitment to fostering an inclusive and equitable workplace.

Nice To Haves

• Experience working in a college or university setting.
• Ability to manage multiple tasks and organize work effectively to meet tight deadlines.
• Ability to learn new or changed processes or applications quickly.
• Ability to analyze problems objectively, make effective recommendations, and assist with implementing solutions.
• Ability to interpret and apply University and System policies and procedures.
• Experience working with purchasing and financial management software applications such as Workday.
• Associate's degree or higher.

Responsibilities

• May provide operational guidance and training on day-to-day activities of student workers and program staff.
• Monitor departmental, unit, or program budgets and expenses, and may assist with budget development and projections.
• Identify, troubleshoot, and resolve problems involving technical systems and programs related to department operations.
• Coordinate projects and program components, including scheduling, logistics, and unit workflow, and identify process improvements.
• Develop, implement, and maintain organizational systems for electronic and physical records in accordance with established policies and procedures.
• Serve as a primary point of contact for the department.
• Coordinate departmental budget and purchasing administration, academic support services, course scheduling, student and faculty assistance, records management, and office operations.
• Assist with course creation and enrollment management, process student-related requests, maintain records and communications, and facilitate faculty onboarding and support.
• Manage financial transactions, monitor departmental budgets, coordinate purchasing activities, and ensure compliance with university policies, procedures, and deadlines.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED