Geography/Anthropology and Geology/Environmental Science: Department Assistant

POSITION: One full-time (1.0 FTE – 40 hours per week) university staff position is available in the Departments of Geography & Anthropology and Geology & Environmental Studies with an estimated start date of August 2025, or as soon after as possible. The official title of this position is Department Assistant (AD085 salary grade 18). This is an expected-to-continue assignment which requires a six-month probationary period. The expected hourly hiring salary will be $18/hour. Full UW-System benefits apply. This position reports to both the Chair of the Department of Geography and Anthropology and to the Chair of the Department of Geology and Environmental Science.

MINIMUM QUALIFICATIONS:

1. Demonstrated flexibility in managing responsibilities, ability to take initiative and multitask, strong teamwork skills, excellent communication skills, and strong organizational abilities.
2. Demonstrated operational knowledge of MS Office Suite, including MS Outlook, MS Excel, and MS Word.
3. Demonstrated knowledge of standard office operations, including the ability to handle time-sensitive and confidential information.
4. Ability to coordinate departmental events and supervise student workers.
5. Ability to monitor program expenditures, verify accuracy of financial transactions, and maintain an accurate file of financial records for review, including credit card logs and receipts.

PREFERRED QUALIFICATIONS:

1. Experience using campus computer systems, such as BP Logix, Canvas, Qualtrics, TAM, Athena, SharePoint, ShopUW+, Gold for Blugolds, and PeopleSoft.
2. Experience with university policies and procedures related purchasing, payroll, and travel arrangements; and managing textbook orders through the University Bookstore.
3. Experience working with other campus units, including, but not limited to, other colleges, Purchasing, Registration/Scheduling, Admissions, University Foundation, Business Office, University Bookstore, Academic Affairs, and Facilities.

DUTIES:

A. Administrative Coordination (30%, Ongoing)

A1. Serve as the primary point of contact (representing the department) for faculty, students, guests, visitors, and other university personnel. Act as an intermediary to connect audiences with appropriate resources regarding operations, policies, programs, and activities. Respond to administrative deadlines and requests for information in a timely manner.

A2. Gather and prepare data for supervisor to make decisions that affect the department. Organize and manage administrative workflow and functions, developing and implementing methods to improve maintenance of records related to department operations according to established policies and procedures. Independently analyze and evaluate their effectiveness to enhance efficiency and resolve operational situations based on current outcomes in consultation with supervisor.

A3. Protect confidentiality of personnel and student information within the department in accordance with university policies and schedules. This includes activities associated with faculty recruitment, maintaining and distributing personnel evaluation files, and training LTE and work study personnel to maintain confidentiality.

A4. Advise supervisor with administrative tasks associated with personnel management and personnel recruitment as required.

A5. Serve as liaison between department and Dean’s office including (but not limited to) topics related to course information, departmental budget, faculty/instructional staff recruitment, and visiting scholar appointments. Additionally, serve as a liaison with other campus offices.

B. Financial Organization (30%, Ongoing)

B1. Develop and maintain operating budget records involving state funding, university Foundation accounts, trust funds, and/or gift accounting. Monitor all accounts, keeping an accurate file of financial records for review. Communicate with appropriate entities to access funds available for departmental needs. May assist in the coordination of departmental budget projections, advising supervisor on funding guidelines.

B2. Utilize university budget database to track funding and expenditures, confirm balances, and reconcile with at least monthly accounting reports. Verify accuracy of all financial transactions. In consultation with supervisor, approve and assign expenditures to appropriate fund accounts to maintain solvency. Prepare and process monetary transfers when needed. Help supervisor and/or other department personnel with account balance awareness.

B3. Provide guidance and general overview of financial procedures to department personnel. Assist faculty and staff with purchasing, grant funding, travel, and reimbursement. Make purchases on behalf of personnel without university cards and coordinate reporting for those with cards.

B4. Establish work eligibility for any student employees and then prepare and process documentation. Help students identify necessary forms for employment, directing them to Human Resources for final approval into payroll. May assist in supervisory duties and operational guidance for various student employees as needed per university standards. Review and approve time sheets.

B5. Maintain inventories for the department, utilizing and coordinating procurement cards or other means for supplies, services, and travel. This includes product ordering, tracking and receiving, and routing orders as appropriate. Follow university policies and procedures for surplus of items that are no longer in use.

B6. Support department personnel and students to arrange university related travel. Facilitate travel arrangements for visiting scholars and guests. Ensure that travel reports and reimbursements follow university policies and guidelines, preparing and auditing as appropriate. Connect with campus resources to answer travel-related questions.

B7. Assist Department with managing associated University Foundation accounts and associated activities.

C. Program Management (20%, Seasonal)

C1. Maintain current records of majors and minors, assisting with any change requests. Utilize student databases to compile and distribute statistical data each semester or as requested. Independently compile data for annual reports and/or departmental reviews.

C2. Assist with and coordinate course schedules each term. Enter course data into the university’s registration system.

C3. Monitor student registration activities, process enrollment permissions and forms, and manage advisor assignments. Assist advisors with registration procedures. Advise supervisor of class size limits and closures.

C4. Advise students on course availability, prerequisites, and content. Answer questions regarding these as well as regarding the program and registration process, redirecting students to advisors as appropriate.

C5. Manage textbook inventory and the rental/purchase ordering process in coordination with University Bookstore.

C6. Assist with annual scholarships and awards including record maintenance, collaboration with scholarship committee, correspondence to donors and student recipients, and preparation of student awards. Arrange receptions for students, department personnel, and donors.

C7. Organize student evaluations for each course every semester in accordance with department evaluation plans. Gather and distribute data to individual instructors after grades are posted, maintaining confidential records for supervisor and personnel committees.

C8. Assist with recruitment procedures, organizing incoming application materials and preparing any correspondence when needed. Utilize weekly accepted student reports to generate letters to prospective students.

C9. Support department documentation of alumni, including graduate school and job placement information, achievements, and contact information.

C10. Arrange for reserving long-term rental vehicles.

C11. Work with the UWEC Parking Office to obtain/coordinate parking permits for rental and department vehicles.

C12. Help students to complete driver authorization forms and maintain authorized driver lists for courses, as necessary.

D. University Engagement (20%, As Needed)

D1. Assist in the organization of department programming such as conferences, workshops, or other professional meetings and events on campus. Arrange scheduling of spaces and catering as appropriate.

D2. Maintain official departmental webpages and social media accounts as needed. Assist with any promotion of events, courses, and personnel and student achievements through appropriate means.

D3. Support departmental student organizations with clerical assistance and information when requested. May instruct students on how to use scheduling programs.

D4. Maintain common departmental spaces and equipment. Coordinate with campus services for necessary maintenance as requested by department personnel. Submit work orders and follow up for completion.

D5. Be an active participant in following applicable safety rules and regulations. Maintain current records of safety documentation as needed.

D6. Utilize professional development opportunities (e.g., trainings, workshops, meetings, etc.) to increase competencies in Equity, Diversity, and Inclusivity; remain current in university policies and procedures; and expand expertise with various technologies.

UNIVERSITY and EAU CLAIRE COMMUNITY: UW-Eau Claire, an institution of approximately 11,000 students and 1,400 faculty and staff, is consistently recognized as a top comprehensive university in the Midwest and is widely known as a leader in faculty-undergraduate research and study abroad. We strive for excellence in liberal education and select graduate and professional programs through commitment to teaching and learning and dedication to our core values of diversity, sustainability, leadership, and innovation. To learn more about UWEC, visit https://www.uwec.edu/human-resources/employment-opportunities/why-uwec/ .

The City of Eau Claire, situated at the confluence of the Chippewa and Eau Claire rivers, is at the center of a metropolitan area of approximately 100,000 people located 90 miles east of Minneapolis/St. Paul. The area features beautiful parks and trails, strong public schools, a vibrant arts scene and local food culture, and abundant recreational opportunities.

APPLICATION PROCEDURE: Applications are submitted electronically. Please follow instructions found on the following Web site: https://wisconsin.wd1.myworkdayjobs.com/UW_Comprehensives . You must create an account and login before you can apply.) Please attach the following in PDF format.

• Letter of application
• Resume
• Names and contact information for three references.

Direct requests for additional information to: Barb Hanson, Human Resources at hansonbj@uwec.edu .

To ensure consideration, completed applications must be received by August 8, 2025. However, screening may continue until the position is filled. The university reserves the right to contact additional references with notice given to the candidates at an appropriate time in the process. Employment will require a background check. Employment will also require you and your references to answer questions regarding past conduct related to sexual violence and sexual harassment.

The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. §. 19.36(7).

The UW-Eau Claire Police Department is dedicated to maintaining a safe and secure environment for learning and working. Although crime at the University of Wisconsin-Eau Claire is limited, the University Police want students, faculty and staff to be aware of crime on campus and the area surrounding the campus. The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act is a federal law that requires colleges and universities to disclose annual information about campus crime. .

UW-Eau Claire is an AA/EEO/Veterans/Disability employer.