Department Assistant

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

Job summary

University of Wisconsin Oshkosh is seeking a Department Assistant to provide essential administrative support within the College of Business, Arts and Communication. You will coordinate budgeting, purchasing, course scheduling, and records management, while assisting faculty and students and maintaining smooth office operations.

The role emphasizes strong organizational skills, attention to detail, and the ability to handle multiple priorities while upholding university policies and standards.

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 (Outlook, Word, Excel, PDF apps).
• Proven ability to identify and resolve discrepancies, errors, or incomplete information in records or reports.
• Ability to work independently and in a team environment.
• Commitment to fostering an inclusive and equitable workplace.

Responsibilities

• May provide operational guidance and training on day-to-day activities of student workers and program staff.
• Monitors the department budget and expenses; may assist in developing program budgets and projections.
• Identifies, troubleshoots, and resolves problems regarding technical systems and programs related to department operations.
• Coordinates projects and program components including scheduling, logistics, and unit workflow.
• Develops and maintains methods for electronic/physical records related to department operations according to policies.
• Serves as a primary contact for the department.

Skills

Communication skills

Customer service

Office software

Record accuracy

Independence

Inclusive workplace

Education

High school diploma

Associate degree or higher

Tools

Workday

Job description

Current Employees: If you are currently employed at any ofthe Universities of Wisconsin, log in to Workday to apply throughthe 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 andoperational support resource for academic departments within theCollege of Business, Arts, and Communication (COBAC) at theUniversity of Wisconsin-Oshkosh. Reporting to the UndergraduateProgram Manager, this position independently coordinates a widerange of departmental functions, including budget and purchasingadministration, academic support services, course scheduling,student and faculty assistance, records management, and officeoperations.

The Department Assistant acts as a primary point of contact forfaculty, staff, students, and external stakeholders, providingexceptional customer service and ensuring the efficient day-to-dayoperation of assigned departments. This role supports academicprograms by assisting with course creation and enrollmentmanagement, processing student-related requests, maintainingdepartmental records and communications, and facilitating facultyonboarding and support. The position also manages financialtransactions, monitors departmental budgets, coordinates purchasingactivities, 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 managemultiple competing priorities while fostering positiverelationships and supporting the educational mission of the Collegeand University.

Key Job Responsibilities

• May provide operational guidance and training on day-to-dayactivities of student workers and program staff
• Monitors the department, unit or program budget and expenses,and may assist in the development of program budget andprojections
• Identifies, troubleshoots, and resolves problems regardingtechnical systems and programs related to departmentoperations
• Coordinates projects and program components including,scheduling and logistics, unit workflow, and identifies areas forprocess improvements
• Develops, implements, and maintains methods and organizationalsystems directed at the maintenance of electronic/physical recordsrelated to department operations according to established policiesand procedures
• Serves as a primary point of contact for the department

Department

Academic Programs Office within the College of Business, Arts andCommunication

Compensation

Starting at $21 commensurate with experience

Required Qualifications

• Demonstrated written and verbal communication skills, includingexperience preparing professional correspondence and communicatingeffectively with diverse audiences.
• Experience providing professional customer service and servingas a primary point of contact for diverse stakeholders
• Experience using office productivity software, including emailand calendar management systems, word processing, spreadsheets, andPDF applications (e.g., Outlook, Microsoft Word, Microsoft Excel,Adobe Acrobat)
• Proven ability to identifying and resolve discrepancies,errors, or incomplete information in records, reports, ordocumentation
• Proven ability to work independently and in a teamenvironment
• Demonstrated commitment to fostering an inclusive and equitableworkplace

Preferred Qualifications

• Experience working in a college or university setting
• Proven ability to maintain multiple tasks and effectivelyorganize work to meet many tight deadlines
• Proven ability to learn new or changed processes orapplications quickly
• Proven ability to analyze problems objectively, to makeeffective recommendations and to assist with the implementation ofsolutions to these problems.
• Proven ability to interpret and apply University and Systempolicies and procedures
• Experience working in purchasing and financial managementsoftware applications such as Workday

Education

• Required Degree Required: High school diploma
• Preferred Degree: Associate's degree or higher

Contact Information

For questions regarding your application and additional options toapply, contact Human Resources at [e-mail] or920-424-1166

Work Authorization

Unless otherwise indicated in the job posting, the University ofWisconsin Oshkosh does not offer H-1B or other work authorizationvisa sponsorship for this position. Candidates must be legallyauthorized to work in the United States at the time of hire andmaintain work authorization throughout the employment term. UWOshkosh is not an e-verify employer; therefore, STEM extensions arenot options for work authorization.

Reasonable Accommodations

UWO provides reasonable accommodations to qualified individualswith disabilities who are employees or applicants for employment.Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with adisability. If you need assistance or accommodation in applyingbecause of a disability, please contact [e-mail] or920-424-1166. This job announcement and other material on this sitewill be made available in alternate formats upon request to anindividual with a disability.

Confidentiality of Applicant Materials

UWO is a State agency and subject to Wisconsin's Open Records Law.UWO will not, however, reveal the identities of applicants whorequest confidentiality in writing except as may be required byWisconsin's Open Records law. In certain circumstances, theidentities of "final candidates" and/or the identity of theappointed applicant must be revealed upon request.

CBC & Reference Check Policy

All candidates for employment are subject to a pre-employmentscreening which includes a criminal background check, workauthorization, and verification of education. It will also requireyou and your references to answer questions regarding sexualviolence and sexual harassment.

Annual Security and Fire Safety Report (Clery Act)

For the UWO Annual Security and Fire Safety Reports (i.e., CleryReport), which includes statistics about reported crimes andinformation about campus security policies, see https://uwosh.edu/police/ , orcall UWO Police Department, at [phone] for a papercopy.

UW is an Equal Opportunity Employer

Qualified applicants will receive consideration for employmentwithout regard to race, color, religion, sex, sexual orientation,gender identity, national origin, age, pregnancy, disability,status as a protected veteran, or any other bases protected byapplicable federal or State law and UW System policies. We arecommitted to building a workforce that represents a variety ofbackgrounds, perspectives, and skills, and encourage all qualifiedindividuals to apply.