Department Assistant

Universities of Wisconsin•Oshkosh, WI

12d

About The Position

The Department Assistant provides administrative and operational support to academic departments in the College of Business, Arts, and Communication at the University of Wisconsin-Oshkosh. Reporting to the Undergraduate Program Manager, the position coordinates departmental functions such as budget and purchasing administration, academic support, course scheduling, student and faculty assistance, records management, and office operations. The role serves as a primary point of contact for faculty, staff, students, and external stakeholders, providing customer service and supporting the day-to-day operation of assigned departments. Duties include assisting with course creation and enrollment management, processing student requests, maintaining records and communications, supporting faculty onboarding, managing financial transactions and purchasing, and monitoring budgets. The Department Assistant also helps ensure compliance with university policies, procedures, and deadlines.

Requirements

High school diploma required.
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 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 with 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 systems for electronic and physical records according to established policies and procedures.
Serve as a primary point of contact for the department.
Coordinate 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 and process student-related requests.
Maintain departmental records and communications and facilitate faculty onboarding and support.
Manage financial transactions, monitor departmental budgets, coordinate purchasing activities, and support compliance with university policies, procedures, and deadlines.