Department Assistant

Department Assistant 

Department of Biology & Department of Chemistry & Physics

Full Time; Annual; 100%

The College of Science, Technology, Engineering, Mathematics, and Management invites qualified candidates to apply for the Department Assistant for the Department of Biology and the Department of Chemistry & Physics. 

The primary responsibilities of this position include but are not limited to: provide administrative assistance to the department chairs, department members and students; act as office manager; manage departmental offices and processes; assist in curriculum management and entry; assist with recruitments and hiring paperwork; assist with instructor evaluations by students; general computer/technical support for office functions; general office supply purchases; back-up financial support as needed; and other related duties.

Official UW Title (Code) / Job Description: Department Assistant (AD085)

QUALIFICATIONS

Minimum / Required 

• High school diploma or equivalent.
• Excellent verbal and written communication skills. 
• Excellent judgment including sensitivity to personal and confidential information.
• Exceptional interpersonal and customer service skills. 
• Intermediate to advanced skills in Microsoft Office (Excel, Word, Outlook, etc.) or equivalent.
• Good work habits, such as attendance, punctuality, accountability, thoroughness, and resourcefulness.
• Strong ability to pay attention to detail. 
• Work independently and as part of a team environment and on collaborative efforts.
• Adaptability to function in a dynamic environment of changing procedures, policies, and software.

Highly Desired/Preferred 

• Office management experience. 
• Work experience in higher education or state/ local government entities. 

RESPONSIBILITIES

Include but are not limited to:

• Plan, organize, and make meeting arrangements. 
• Compose written communications and answer correspondence/inquiries. 
• Prepare faculty/staff recruitment and hiring materials, create position announcements, process advertisements, set up candidate files, interview schedules, and maintain 'check off' for the employment process following affirmative action guidelines. 
• Create contracts for new hires and instructional academic staff. 
• Order keys, building card access, business cards for new and current department members. Assign offices and order appropriate computer/software connections. Utilize card access software to grant building room access as appropriate.
• Communicate with university administrative support offices, following policies and procedures, to expedite requested services. 
• Develop and recommend procedures and forms that will improve administrative and operation effectiveness in the department office. 
• Open and distribute mail. 
• Independently arrange for needed repairs for office equipment, furniture, computers, classroom equipment, lab equipment, etc., when needed with university services and outside vendors. 
• Maintain department filing system including electronic files, update as necessary. Ensure maintenance of confidential materials. Adhere to department record disposition guidelines. 
• Maintain departmental capital asset and computer inventory.
• Work with the department chair to maintain and update the department web pages. 
• Maintain department workload, performance evaluation, and student observation records/schedules. 
• Enter, update, and change course schedule information online, adding and deleting course information as required in preparation of term schedules. Check schedules for room and time conflicts. Process changes to the Registration and Records Office. 
• Prepare textbook orders according to Instructional Resource Service specifications and order additional supplements for purchase through the Bookstore.
• Purchase general office supplies and provide additional purchasing and financial support as needed, working closely with the department financial assistant assigned to the departments. 
• Collaborate with department financial assistant, other department assistants, lab support staff and other college staff as needed. 

DEPARTMENT INFORMATION 

The College of Science, Technology, Engineering, Mathematics and Management (CSTEMM) is comprised of the R.F. Cervanka School of Engineering, the School of Management, the Department of Biology, the Department of Chemistry and Physics, and the Department of Mathematics, Computer Science and Statistics. At least half of all UW-Stout students are housed in CSTEMM.   

UW-Stout's College of Science, Technology, Engineering, Mathematics and Management is committed to creating an inclusive campus community.  Candidates who have experience working collaboratively with diverse individuals and/or groups who can contribute to fostering an inclusive environment are encouraged to identify their experience in these areas. 

APPLICATION INSTRUCTIONS

Complete applications received by end of day, Sunday, March 2, 2025, are ensured full consideration.  Applications submitted after March 2nd may be reviewed at the discretion of the search committee or until the position is filled. 

To apply, click on the APPLY button or go to: https://www.uwstout.edu/about-us/careers-jobs 

Required application materials: 

1. Cover letter (no page limit)
2. Resume (no page limit)

All final candidates will be asked to provide names, email contact information, and/or phone numbers for three (3) references, with at least one being from a manager or supervisor, during the interview process.

Applicants must complete all required fields and attach all required documents prior to submitting the online application. 

Note: Once you have attached your materials and submitted your application you will not be able to go into the system and change them.

Before starting the online application process, we recommend you preview the frequently asked questions (FAQs) available at: https://kb.uwss.wisconsin.edu/21900 

It is the policy of UW-Stout to provide reasonable accommodation 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 accommodation for a qualified individual's disability.

For questions regarding this position or recruitment, please contact:

Search Chair: James Burritt

Email: burrittj@uwstout.edu

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

Search Coordinator: AJ Ja Doul

Email: jadoula@uwstout.edu 

ADDITIONAL INFORMATION 

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

Minimum starting salary of $18.00/hour, commensurate with qualifications, experience, and available budget. 

A six-month probationary period is required. 

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. UW-Stout is certified as a Family Friendly Workplace which recognizes market-leading employers for employee benefits and commitment to supporting children and families.

• Benefit Details: https://www.wisconsin.edu/ohrwd/benefits/download/quickguideus.pdf
• To calculate the estimated value of your total compensation, use the Health & Retirement Contributions Estimator | Employee Benefits (wisconsin.edu)

UW-Stout is committed to nondiscrimination in its employment practices and to equal employment opportunity for all persons and does not discriminate against, harass or retaliate on the basis of race, color, creed, religion, age, sex (as defined in state and federal law), sexual orientation, national origin, ancestry, disability, pregnancy, marital or parental status, genetic information, arrest record, conviction record, military service, veteran status, use or nonuse of lawful products off the employer¿s premises during non-working hours, political affiliation, declining to attend a meeting or participate in any communication about religious matters or political matters, honesty testing, or any other category protected by law. 

As an equal employment opportunity and affirmative action employer, UW-Stout welcomes applications from individuals from diverse groups; veterans, individuals with disabilities and from historically excluded populations. At UW-Stout we value our differences and welcome diverse perspectives as we continually commit to developing an inclusive and equitable environment for all employees and students.   

Employment is contingent upon the final candidate's completing a criminal background check and being cleared to work by the Human Resources Office.  Employment is also contingent upon the final candidate passing reference checks and an essential job function test, as applicable. The reference check process includes asking the final candidate and most recent supervisor(s) questions regarding sexual violence and sexual harassment. Final candidates with previous employment within the Universities of Wisconsin and State of WI agencies will be subject to additional reference checks. 

In response to a public records request, the Universities of Wisconsin 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).

UW-Stout is committed to providing safety and security of all members of our community in accordance with the Clery Act. For campus safety information and crime statistics visit: https://www.uwstout.edu/life-stout/police-and-parking/clery-information

INSTITUTIONAL OVERVIEW 

University of Wisconsin-Stout, Wisconsin's Polytechnic University, offers an unmatched career-focused education that combines applied learning, theory and research with real-world experience that prepares tomorrow's leaders to drive the future of business and industry. At UW-Stout, our students do more than earn a degree--they do on day one. And we are #StoutProud to produce lifelong learners, ethical leaders and responsible citizens who succeed in a global society.  

UW-Stout is recognized nationwide for its operational excellence. We were the first and remain the only full four-year public higher education institution in the nation to receive the Malcolm Baldrige Award, and we are dedicated to a process-improvement model that leverages the power of data and the value of our people. We believe in critical thinking and fact-informed decision making. We pursue sustainability in form and function and collaborate across campus and with our partners to solve problems in industry and society. And providing an equitable, diverse and inclusive environment for our faculty, staff and students to live, learn and work is a top priority. 

We offer 50+ undergraduate degrees, 20+ graduate degrees and 30+ professional certificates in Art, Design & Graphics; Business & Management; Education; Human & Social Sciences; Information Technology & Communications; and Science, Engineering & Math. Our first-class digital infrastructure and learning environments provide our nearly 7,000 students with every avenue to explore and personalize their success. As the only laptop+ campus among the 13 Universities of Wisconsin, UW-Stout provides laptops and industry-standard software, open education resources and other technology-driven advantages' all included in on-campus undergraduate tuition and fees. And we invest in people who share our vision to advance our position as Wisconsin's only Polytechnic University and as a regional, national and international leader in higher education.  

Be a part of the future at UW-Stout. Learn more at https://www.uwstout.edu/about-us

University of Wisconsin-Stout is located in Menomonie, Wisconsin, a community an hour east of Minneapolis-St. Paul. A pillar of Wisconsin¿s Chippewa Valley and recognized as one of the best small towns in America, Menomonie provides an idyllic combination of natural beauty, outdoor recreation, boutiques and arts and culture with access to a metropolitan area. For more information about the UW-Stout community and region visit: https://www.uwstout.edu/about-us/our-community

Job Family: Staff