Department Assistant: Department of Counseling, Rehabilitation, and Human Services

University of Wisconsin Stout•Menomonie, WI

9h•$18

About The Position

A full-time university staff position is available in the Department of Counseling, Rehabilitation and Human Services. The title for this assignment is Department Assistant. This is an expected-to-continue assignment which requires a six-month probationary period. The expected hourly hiring salary will be based on qualifications and experience, with a minimum of $18/hour. Full UW-System benefits apply. The Department Assistant serves as administrative support for the Department of Counseling, Rehabilitation and Human Services. The Department Assistant reports to and works closely with the department chair and provides support and aid to the department’s students, faculty, and programs. Coordinate and manage programmatic and administrative responsibilities including scheduling, data & information management, record keeping and reporting related to department operations. Monitor, track, and reconcile the department budget, funds, services and supplies, and purchasing expenses. Create contracts and overload payments thru Workday for faculty, staff and GA’s. Support faculty/staff/students in arranging travel for professional conferences, workshops, etc. and reimbursements when needed. Assist faculty with purchases to support teaching and scholarship activities, including classroom/lab supplies, equipment, and other consumables. Assist faculty and students with Office of Research & Sponsored Programs funding, budgets, hiring of students, reports. Ensure proper operation and maintenance of office equipment Assist with documentation of department meetings and record retention Serve as TAM coordinator when needed for department recruitments Serve as back-up receptionist for the department as needed Order keys for students and department members; complete key inventories Prepare physical plant work requests (thru TMA) when needed. Responsible for posting, interviewing, hiring, and training of work study students

Requirements

High school diploma or equivalent
Minimum 2 years of administrative or office support experience
Strong organizational and time management skills with ability to manage multiple priorities
Knowledge of common office operations and ability to quickly learn administrative applications
Ability to conduct tasks professionally, accurately, and confidentially
Ability to work independently and collaboratively in a team environment
Commitment to diversity, equity, and inclusiveness

Nice To Haves

Associate or Bachelor’s degree
Previous college/university/institutional experience
Experience successfully navigating complex organizational and administrative policies and procedures
Familiarity with finance software such as Workday and administrative computing systems such as course schedules

Responsibilities

Coordinate and manage programmatic and administrative responsibilities including scheduling, data & information management, record keeping and reporting related to department operations.
Monitor, track, and reconcile the department budget, funds, services and supplies, and purchasing expenses.
Create contracts and overload payments thru Workday for faculty, staff and GA’s.
Support faculty/staff/students in arranging travel for professional conferences, workshops, etc. and reimbursements when needed.
Assist faculty with purchases to support teaching and scholarship activities, including classroom/lab supplies, equipment, and other consumables.
Assist faculty and students with Office of Research & Sponsored Programs funding, budgets, hiring of students, reports.
Ensure proper operation and maintenance of office equipment
Assist with documentation of department meetings and record retention
Serve as TAM coordinator when needed for department recruitments
Serve as back-up receptionist for the department as needed
Order keys for students and department members; complete key inventories
Prepare physical plant work requests (thru TMA) when needed.
Responsible for posting, interviewing, hiring, and training of work study students
Identifies, troubleshoots, and resolves problems regarding technical systems and programs related to department operations
Monitors the department, unit or program budget and expenses, and may assist in the development of program budget and projections
May provide operational guidance and training on day-to-day activities of student workers and program staff
Serves as a primary point of contact for the department
Develops, implements, and maintains methods and organizational systems directed at the maintenance of electronic/physical records related to department operations according to established policies and procedures
Coordinates projects and program components including, scheduling and logistics, unit workflow, and identifies areas for process improvements