Academic Department Associate- Chemistry & Biochemistry

Reporting directly to the Chair of the Chemistry & Biochemistry Department, this position provides administrative support to the department of 28 faculty and staff members supporting over 200 undergraduate majors and over 400 undergraduate minors.

Responsibilities

• Assist faculty, in collaboration with the department chair, in numerous areas associated with instruction, creativity, and scholarship including scheduling rooms, computers/software requests, grant support, etc.
• Establish and maintain department files.
• Assist with department events and public relations by updating the website, brochures, etc.
• Other duties as assigned by supervisor.
• Represent and act as the first point of contact for the Chemistry & Biochemistry Department.
• Serve as a resource for faculty, staff, and students regarding university rules, regulations, policies, forms, and procedures.
• Manage the departmental offices, including processing mail and ordering supplies.
• Plan 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.
• Assist with collection of information/data for national accreditation reports as needed.
• Manage and coordinate other office activities as they relate to departmental faculty/staff, including travel.
• Assist chairs 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.
• Hire, train, schedule tasks/hours, and supervise student workers.
• Verify and submit hours on the appropriate software and review the budget regularly.
• Manage the department’s financial transactions in consultation with the department chair.
• Maintain control of the usage and tracking of the department’s procurement card(s) and reconcile monthly billing statements.
• Oversee all accounts, including grants and faculty start-up funds.
• Establish and/or maintain proficiency with the software associated with spreadsheets and budgeting software.
• Manage class scheduling and enrollment for the department.

Requirements

• 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.
• 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.
• 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.
• Ability to meet and work effectively with people across multiple levels of the organization.
• Knowledge of and experience with procedures regarding purchasing, purchasing contracts, and purchasing cards.
• The ability to lift up to 50 lbs.

Benefits

Your benefits add an additional 40%+ to the overall financial package from the university. Highlights include:

• Paid vacation for 12-month positions.
• Excellent flexible health insurance with low co-pays and good coverage.
• Paid holidays and paid sick days.
• After 5 years of employment, you become vested in our retirement system which ensures income post-career.
• Benefits at UWL are highly competitive with local industry and some of the strongest in state and nation.

Pay

$19 / hour

Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. UW-La Crosse does not offer H-1B or other work authorization visa sponsorship for this position.