Academic Department Associate

About this role

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Position Title: Academic Department Associate

Job Category: University Staff

Employment Type: Regular

Job Profile: Department Assistant

Job Duties: Reporting directly to the Chair of Finance, this position provides administrative support to the department.   The Academic Department Associate ( ADA ) exercises discretion and independent judgment in matters of significance to the operations of the Department and is delegated responsibility for the administrative matters internal or external to the Department. Independently and with minimal supervision, the   ADA   is responsible for administrative support in the following areas: policies and procedures, budgets and expenses, class scheduling and enrollment, and ongoing day-to-day operations of the Department. The   ADA   may be responsible for coordinating, training and supervising student workers within the Department. Support to all students, faculty, and staff members within the Department is expected.

The College of Business Administration (CBA) at the University of Wisconsin–La Crosse includes six academic departments and the Small Business Development Center. The CBA has over 3,000 students enrolled in one of the eight majors offered. It also offers seven minors and  participates  in the UW System’s online MBA consortium. Fully accredited by AACSB International, the CBA is recognized for high-quality faculty, staff, programs, and students, and  maintains  strong regional and global partnerships. A robust  Assurance of  Learning program regularly evaluates undergraduate and graduate outcomes, supporting accountability and continuous improvement.   

The review of applications starts on  August 12, 2026 .  Applications received on or before  August 12 th are prioritized and review will continue until the position(s) is/are filled. Initial interviews will be conducted virtually, with shortlisted candidates invited to campus.

UW-La Crosse does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources at 608-785-8013.

Key Job Responsibilities: Budget and Records Management:

• Manage department financial transactions in consultation with the department chair. • Maintain control of the usage and tracking of the department procurement card and reconcile monthly billing statements. • Oversee all accounts, including grants and faculty start-up. • Establish and/or maintain proficiency with the software associated with spreadsheets and budgeting software.

Miscellaneous:

• Assist faculty, in collaboration with the department chair, in numerous areas associated with instruction and creativity, and scholarship including scheduling rooms, computers/software requests, grant support, etc. • Occasional administrative support for college-level needs if departmental time demands allow for flexibility. • Establish and maintain department files. • Assist with department events and public relations by updating the web site, brochures, etc. • Other duties as assigned by supervisor.

Supervision of Student Workers:

• Hire, train, schedule tasks/hours, and supervise student workers. • Verify and submit hours on the appropriate software and review the budget regularly.

Office Management and Administrative Support:

• Represent and act as the first point of contact for the Finance department. • Serve as a resource for faculty, staff, and students regarding university rules, regulations, policies, forms, and procedures. • Manage the departmental office, including processing mail and ordering supplies. • Make arrangements for meetings, lectures, interview candidates, workshops, and department events. • Assist faculty with their service obligations related to their university roles (second to primary support for teaching and scholarship). • Assist with the collection of information/data for departmental reports and Promotion, Retention and Tenure committee as needed. • Manage and coordinate other office activities as they relate to departmental faculty/staff, including travel. • Assist chair of Search & Screen Committee with work related to the recruitment of faculty/academic staff members. • Keep appropriate documentation of budgetary needs during the hiring process. • Assist in the orientation of new faculty and staff to the department and division.

Registration/Curriculum Management for the Department:

• Assist Chair in creating the class schedule and scheduling classrooms for the semester in response to various parameters, i.e. room availability, course conflicts, faculty schedules, enrollment management, etc. • Identify and verify which course materials are required for courses each semester and that quantities are available. Serve as liaison to textbook rental and bookstore, including assisting faculty with ordering course materials. • Serve as the department liaison for the administration of the student evaluation of instruction. • Establish and/or maintain proficiency with the software associated with classrooms, course materials, curricular and catalog changes, and development.

Department: Finance

Compensation: $18.00/ hour

Required Qualifications: • Minimum of high school diploma.

• Administrative support experience.

• Demonstrated experience in the use of software including Microsoft Office Suite, email, and electronic calendars.

• Demonstrated bookkeeping experience, especially pertaining to budget, travel, and procurement records.

• Demonstrated ability to communicate clearly, respectfully, and effectively in face-to- face, oral, written, and electronic forms.

• Excellent organizational, time management, and multi-tasking skills with an

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