Job Description

Job ID
UW Stout;Menomonie, WI
Full/Part Time


JOB TITLE: Academic Department Associate

DEPARTMENT: Department of Psychology and Department of Social Science


100% -Psychology and Social Science position

  • Full year position
  • Position will also support the English & Philosophy Department during the summer



30% A. Administrative Support

A1. Schedule appointments and reserve space for departmental functions.

A2. Compose written communications and answer correspondence, inquiries.

A3. Attend departmental meetings, recording and distributing meeting minutes as assigned.

A4. Assist with travel arrangements; review and route reimbursement forms using an electronic workflow system; maintain current and up-to-date knowledge of university travel regulations and procedures.

A5. Develop and recommend procedures that will improve administrative effectiveness.

A6. Perform other duties as assigned by the department chair and college.

30% B. Financial Management Responsibilities

B1. Initiate, monitor, and verify purchases, following university policies and procedures.

B2. Act as administrator for department funding strings. Prepare and maintain department accounting record system. Monitor and reconcile financials for all department funding strings.

B3. Compile and submit financial status reports to the department chair for use in communicating with department members and administration.

B4. Prepare and process staff contracts.

B5. Communicate with appropriate personnel concerning budget transfers, discrepancies, etc., regarding university accounting activity reports. Prepare budget transfers and/or deposits.

B6. Attend financial training sessions, review University and System policies and procedures to stay up to date on guidelines and best practices.

20% C. Office Coordination and Management

C1. Plan flow of work in department office. Develop and implement office procedures.

C2. Open and distribute mail.

C3. Monitor status of office/classroom/lab equipment, furniture, computers, etc., with university offices and outside vendors. Arrange for necessary updates and repairs through approved University channels. Coordinate work orders and monitor process.

C4. Manage department computer inventory, including computers assigned to specific instructors. Assist staff in procuring new computers.

C5. Serve as lead supervisor for student employees. Process and monitor student payroll.

20% D. Curriculum and Recruitment Support

D1. Maintain department curriculum record of courses and revisions. Maintain electronic records of schedules and syllabi.

D2. Schedule classes under the direction of the department chair, using the university’s online enrollment management system. Prepare the semiannual workload report for the department.

D3. Administer student evaluation of department courses and report results to appropriate personnel.

D4. Prepare faculty/staff recruitment and hiring materials, post position announcements, process advertisements, set up electronic candidate files using the university’s hiring software, correspond with candidates as to the status of their application, and process forms for expenditure reimbursements.

D5. Train all new employees on office procedures and operation of office equipment.



  • High school diploma or equivalent.


  • Experience in a higher education environment.
  • Experience in budgetary management.
  • 3 years or more of demonstrated office experience.


  • Excellent verbal and written communication skills.
  • Excellent interpersonal and customer service skills in working with a diverse community.
  • Basic computing skills, including familiarity with desktop hardware and standard business software programs (e.g. word processing, spreadsheets, database) and the Internet.
  • Adaptability to function in a dynamic environment of changing procedures, policies, and software
  • Ability to delegate and prioritize work.
  • Good work habits, such as attendance, punctuality, accountability, thoroughness and resourcefulness.
  • Capability to work independently and as part of a team environment and on collaborative efforts.

**Your cover letter and resume must specifically address and include evidence of each of the minimum, preferred qualifications, and how you possess the essential knowledge, skills, and abilities listed above.


The Psychology Department's purpose is to engage its faculty and students in discovery, critical thinking and self-development in order to foster growth as enlightened citizens, able to enrich lives in local and global communities. The department offers a bachelor’s degree in Psychology and a master’s degree in Applied Psychology.

The Social Science Department has a long history at UW-Stout of providing introductory, advanced, and specialized courses in anthropology, economics, geography, history, political science, sociology, social work, and Spanish. These courses contribute to a wide range of programs, as well as in the General Education in Humanities and Social and Behavioral Sciences. The department offers a bachelor’s degree in Applied Social Science.

The Department of English and Philosophy houses the university’s two-course first-year writing sequence and first-year communication studies course, as well as general education courses in theme-based and culture-based literature, literary genre studies, and philosophy. The department offers an undergraduate major in Professional Communication and Emerging Media and a master’s degree in Technical and Professional Communication, along with minors in English, Journalism, Philosophy, and Communication Studies.


The University of Wisconsin-Stout offers a rich, dynamic and collaborative environment in which to work and grow. A member of the University of Wisconsin system, UW-Stout is unique within the system--it is named after its founder, James Huff Stout, and holds the distinction of being Wisconsin’s Polytechnic University, a designation which highlights our combination of applied learning, real-world experiences and a solid liberal arts foundation.

UW-Stout offers 48 undergraduate and 26 graduate degrees, including two terminal degrees. Student enrollment is just over 9,500.

UW-Stout faculty enjoy opportunities for cross-disciplinary collaboration, state-of-the-art facilities, and a modern digital environment. UW-Stout values innovative approaches to solving problems in society and industry, and faculty are encouraged to maintain strong ties and seek collaborative projects within their disciplines and industries.

All students are issued laptops. Faculty use the university’s online course delivery system and must be available for online interactions and/or alternate time frames for teaching. Faculty members teach, advise students, conduct research, assess student learning and engage in service activities.

Menomonie, Wisconsin, is a town of 16,000 located in the beautiful Chippewa River Valley, 25 miles west of Eau Claire and 60 miles east of the Twin Cities of Minneapolis and Saint Paul.

More information about the UW-Stout community and region:

Facts and data about the university:


The normal work schedule for this position is 8:00 a.m. to 4:30 p.m., Monday through Friday.

This is a campus-based position, requiring the employee to work from the office.

The minimum starting salary is $17 per hour. A six-month probation is required. The UW System provides an excellent benefits package including participation in the Wisconsin State Retirement Plan to qualified applicants. Benefit details can be found at:

As an equal employment opportunity and affirmative action employer, UW-Stout is committed to inclusive excellence and is actively seeking applications from individuals from diverse groups; veterans and individuals with disabilities.

Employment is contingent upon the final candidate’s completing a criminal background check and being cleared to work by the Human Resources team. Employment is also contingent upon the final candidate passing a reference check process. The reference check process includes asking the final candidate and most recent supervisor questions regarding sexual violence and sexual harassment. Final candidates with previous employment within the UW System and State of WI agencies will be subject to additional reference checks.

A successful candidate must have authorization to work within the United States as required by the Immigration Reform and Control Act of 1986. Sponsorship is not available for this position. A successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment and maintain work authorization throughout the employment term. If you have questions regarding this, please contact our Human Resources office at 715.232.1279.

In response to a public records request, the University of Wisconsin System will not reveal the identities of applicants who request confidentiality in their online application, except that the identity of the successful final candidate will be released. See Wis. Stat. sec. 19.36(7).

For campus safety information and crime statistics visit:


Screening of applications will begin 8/6/2021 and may continue until the position is filled. To ensure consideration, complete applications must be submitted by 11:59 p.m. on 8/5/2021.

Your online application will not be considered complete until all required documents are attached, and all required fields are completed. Note: Once you have attached your materials and submitted your application you will not be able to go into the system and change them.

Please be sure you have included the following documents:

- Cover letter specifically addressing how you meet the minimum and preferred qualifications and how you possess the essential knowledge, skills, and abilities

- Current resume

- Names and contact information for a minimum of three professional work references


Frequently asked questions (FAQs) about our online application system are available via:

It is the policy of UW-Stout to provide reasonable accommodations to qualified applicants with disabilities. If you need assistance, or accommodation in applying because of a disability, please contact us using the information below. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual's disability.

For question regarding this position or recruitment, please contact:

Kathryn Hamilton, Chair, Department of Psychology

Phone: 715-232-2442


If you need assistance with the online application process or if you submitted your application prior to uploading all of the required application materials, please contact:

Search Coordinator: Alexandra Bates

Phone: 715-232-2438


The University of Wisconsin System is engaged in a Title and Total Compensation (TTC) project to redesign job titles and compensation structures. As a result of the TTC project, official job titles on current job postings may change in Fall 2021. Job duties and responsibilities will remain the same. For more information please visit:

Job Family: Staff