Academic Department Associate

About the Department

The College of Business Administration (CBA) at the University of Wisconsin-La Crosse consists of six academic departments and one non-academic department. The CBA is fully accredited by AACSB International and maintains an active Assurance of Learning Program. The college participates in the University of Wisconsin online consortium Master of Business Administration (MBA) and has eight majors and seven minors in the undergraduate curriculum.

About the Role

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 administrative matters internal or external to the Department. Independently and with minimal supervision, the ADA is responsible for administrative support in policies and procedures, budgets and expenses, class scheduling and enrollment, and ongoing day-to-day operations. 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.

Key Responsibilities

• 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; 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: Assist Chair in creating the class schedule and scheduling classrooms for the semester in response to various parameters (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.
• 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.
• 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.

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 attention to detail despite frequent interruptions
• Demonstrated ability to work independently and collaboratively, and set priorities to meet the demands of the position
• Demonstrated ability to use discretion and good judgment regarding confidential information

Preferred Qualifications

• 5+ years administrative support experience
• Experience in higher education, particularly in the UW system
• Associate degree or professional certification
• Office management experience
• Proficiency with software and web-based applications, Office 365 and UW System utilized software
• Knowledge of budget and appropriation structure, inventory/record keeping
• Knowledge of and experience with procedures regarding purchasing, purchasing contracts, and purchasing cards
• Ability to plan, assign, and supervise the work of others (student supervision)
• Willingness to maintain and enhance professional competencies by participating in professional development workshops, seminars, and training sessions, related to current position responsibilities
• Ability to meet and work effectively with people across multiple levels of the organization

Application Information

Priority consideration is given to candidates who apply by August 12, 2026. 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.

Required application documents: Cover letter (that addresses the required and preferred qualifications), CV/Resume.

Contact: Adam Stivers, astivers@uwlax.edu

Benefits

• Paid vacation for 12-month positions
• Excellent flexible health insurance with low co-pays and good coverage
• Paid holidays and paid sick days
• Retirement system vesting after 5 years of employment