Department Assistant

University of Wisconsin; Oshkosh (WI); On-site; USD 24,000 - 34,000; Full time

Job summary

University of Wisconsin Oshkosh invites applications for the Department Assistant in the Academic Programs Office within COBAC. The role provides essential administrative and operational support across budgeting, purchasing, records, and course coordination to ensure smooth day-to-day department functions.

Reporting to the Undergraduate Program Manager, you will interact with faculty, staff, and students, handling inquiries and maintaining compliant records while contributing to a productive

Qualifications

• Demonstrated written and verbal communication skills.
• Experience providing professional customer service and serving as a primary point of contact for diverse stakeholders.
• Experience using office productivity software (email, calendar, Word, Excel, PDF apps).
• Proven ability to identify and resolve discrepancies in records, reports, or documents.
• Ability to work independently and in a team environment.
• Commitment to fostering an inclusive and equitable workplace.

Responsibilities

• Monitors department budget and expenses; assists in budget projections.
• Coordinates scheduling, logistics, and unit workflow.
• Maintains electronic and physical department records according to policies.
• Serves as primary point of contact for the department among faculty, staff, students, and external stakeholders.
• Supports course creation, enrollment management, and faculty onboarding as needed.

Skills

Communication

Customer service

Office software

Records management

Independent & teamwork

Diversity & inclusion

Education

High school diploma

Associate degree or higher

Tools

Workday

Job description

Department Assistant# Career Opportunities## Department AssistantApply: Onsite: Oshkosh, WI: Full time: Posted Today: JR10016265## ***Current Employees: If you are currently employed at any of the Universities of Wisconsin, log in to Workday to apply through the internal application process.***## **Position Title:**Department Assistant## **Job Category:**University Staff## **Employment Type:**Regular## **Job Profile:**Department Assistant## **Job Duties:**The Department Assistant serves as a key administrative and operational support resource for academic departments within the College of Business, Arts, and Communication (COBAC) at the University of Wisconsin-Oshkosh. Reporting to the Undergraduate Program Manager, this position independently coordinates a wide range of departmental functions, including budget and purchasing administration, academic support services, course scheduling, student and faculty assistance, records management, and office operations. The Department Assistant acts as a primary point of contact for faculty, staff, students, and external stakeholders, providing exceptional customer service and ensuring the efficient day-to-day operation of assigned departments. This role supports academic programs by assisting with course creation and enrollment management, processing student-related requests, maintaining departmental records and communications, and facilitating faculty onboarding and support. The position also manages financial transactions, monitors departmental budgets, coordinates purchasing activities, and ensures compliance with university policies, procedures, and deadlines. Success in this role requires strong organizational skills, attention to detail, sound judgment, and the ability to manage multiple competing priorities while fostering positive relationships and supporting the educational mission of the College and University.## **Key Job Responsibilities:*** May provide operational guidance and training on day-to-day activities of student workers and program staff* Monitors the department, unit or program budget and expenses, and may assist in the development of program budget and projections* Identifies, troubleshoots, and resolves problems regarding technical systems and programs related to department operations* Coordinates projects and program components including, scheduling and logistics, unit workflow, and identifies areas for process improvements* 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* Serves as a primary point of contact for the department## **Department:**Academic Programs Office within the College of Business, Arts and Communication ## **Compensation:**Starting at $21 commensurate with experience ## **Required Qualifications:*** Demonstrated written and verbal communication skills, including experience preparing professional correspondence and communicating effectively with diverse audiences.* Experience providing professional customer service and serving as a primary point of contact for diverse stakeholders* Experience using office productivity software, including email and calendar management systems, word processing, spreadsheets, and PDF applications (e.g., Outlook, Microsoft Word, Microsoft Excel, Adobe Acrobat)* Proven ability to identifying and resolve discrepancies, errors, or incomplete information in records, reports, or documentation* Proven ability to work independently and in a team environment* Demonstrated commitment to fostering an inclusive and equitable workplace ## **Preferred Qualifications:*** Experience working in a college or university setting* Proven ability to maintain multiple tasks and effectively organize work to meet many tight deadlines* Proven ability to learn new or changed processes or applications quickly* Proven ability to analyze problems objectively, to make effective recommendations and to assist with the implementation of solutions to these problems.* Proven ability to interpret and apply University and System policies and procedures* Experience working in purchasing and financial management software applications such as Workday ## **Education:*** Required Degree Required: High school diploma* Preferred Degree: Associate's degree or higher ## **How to Apply:**Applicants must submit the following documents using the online application:* Resume* Cover Letter*\\*Please use your application materials to speak to each of the qualifications for this position as listed above. Be sure to describe your relevant experience and areas of expertise, using specific examples from your work and education history. Applicants must complete all required fields and attach all required documents prior to submitting the online application.* All final candidates will be asked to provide names, email contact information, and/or phone numbers for three (3) references, with at least one being from a manager or supervisor, during the interview process. Note: Once you have attached your materials and submitted your application, you will not be able to go into the system and change them. **To Ensure Consideration: Applications received by the end of the day on 11/11/2026 are ensured full consideration.** Applications received after that date may be given consideration. Application materials will be evaluated, and the most qualified applicants will be invited to participate in the next step of the selection process. Incomplete and/or late application materials may not receive consideration. **Contact Information:** For questions regarding your application and additional options to apply, contact Human Resources at [e-mail] or 920-424-1166 **Work Authorization** Unless otherwise indicated in the job posting, the University of Wisconsin Oshkosh 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. UW Oshkosh is not an e-verify employer; therefore, STEM extensions are not options for work authorization.