Department Assistant (80%, 1-Year Appointment)
This is a part-time (80%) University Staff Project appointment for a 1-year term.
About the role
The University of Wisconsin-Green Bay seeks an energetic and detail-oriented administrative professional to serve as the core organizational support for the Resch School of Engineering (College of Science, Engineering and Technology) and the Marketing and Management Departments (Cofrin School of Business). This role creates a supportive, connected, and efficient environment where students, faculty, and visitors can thrive together. As a primary point of contact, you will manage front-line office operations, coordinate academic events and accreditation activities, and execute essential financial and budget workflows.
Responsibilities
- Customer Service and Office Management
- Serves as a first point of contact for individuals and groups, provides basic organizational information via phone, in person, and through other communication mediums, and routes more complex inquiries to the appropriate entities in CSET and CSB
- Assists new employees/student employees with office supplies and office machines
- Manages office operations including mail, copy machines, and other office equipment
- Sends, receives, copies, and distributes communications according to established policies and procedures under general supervision
- Maintains electronic/physical records related to work operations according to established policies and procedures
- Handles annual computer equipment inventory reporting to IT
- Coordinates confidential shredding, loading, and delivery to designated area
- Academic Program Support
- Schedules and secures resources for meetings, conferences, and work unit operations
- Manages conference room scheduling
- Coordinates meetings, advisory boards, committees, and accreditation activities
- Plans and executes events including logistics, catering, and materials
- Finalizes meeting minutes and tracks action items
- Financial & Budget Administration
- Processes copy and supply orders
- Manages purchase orders, invoices, and expense reports
- Tracks budgets, runs reports, and monitors funding
Requirements
- High School Diploma at time of application
- Computer proficiency with the ability to use specialized software packages, database, spreadsheet, and word processing, specifically Microsoft Office, along with the ability to acquire proficiency with other programs or platforms
Preferred Qualifications
- Bachelor’s Degree
- Experience in a higher education environment with working knowledge of university budgeting and finances as well as Universities of Wisconsin rules and regulations
- Understanding of budget management
- Experience with web content management systems
- Experience with financial software
Pay
Hourly pay range of $20.00 - $22.00. This position will earn an additional $0.80 per hour for all weekend hours worked, as well as for all hours worked between 6 p.m. and 6 a.m. This position is not exempt from the overtime provisions of the Fair Labor Standards Act (FLSA).
Schedule
Work hours for this position will be 7:45 a.m. - 4:30 p.m., Monday through Friday on the Green Bay campus.
Benefits
The Universities of Wisconsin provides an excellent benefits package to meet the diverse needs of its employees, prorated for employees working less than 100%. Benefits include:
- Several health insurance options with annual deductibles as low as $250/individual and $500/family
- Dental and vision insurance
- Several life insurance options, AD&D, and Accident insurance
- Flexible Spending and Health Savings Accounts
- Wisconsin Retirement System (WRS) with employer contributions beginning immediately; employees are fully vested after 5 years of service
- Supplemental retirement savings programs including a 403(b) and Deferred Compensation
- 9 legal holidays, 36 hours of personal holiday, and between 96-130 hours of sick leave annually
- Paid parental leave
- 13-27 days of vacation each year, depending on years of service and employment type