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Biology: Academic Department Associate

UW-Eau Claire – Eau Claire Campus

Full Time, Staff

  • Official Title: Academic Department Associate
  • Job ID: #16293
  • Date Posted:
  • Apply by: | To ensure consideration, completed applications must be received by deadline. However, screening may continue until position is filled.
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Biology: Academic Department Associate

A full-time university staff Academic Department Associate position is available in the Department of Biology beginning March 1, 2020, or earlier. The position provides budget management, administrative and academic support for department faculty and academic staff and customer service for students and department visitors. The expected hourly hiring salary will be based on qualifications and experience, with a minimum salary of $15.73 per hour. Full UW-System benefits apply. Internal funding is available for support of professional development and work-related travel.



  • Effective oral and written communication skills and excellent customer service skills expected for working with a variety of faculty/staff, students and campus visitors.
  • Excellent budgetary management skills including ability to monitor, manage and transfer multiple budgets and budget lines for numerous departmental stakeholders.
  • Excellent organizational and office management skills, with the ability to prioritize and organize multiple job duties; ability to coordinate department event planning and promotions; ability to work with both traditional and social media.
  • Strong interpersonal and problem-solving skills to offer administrative support and to interact effectively with department chair, students, faculty/staff, and other university staff members.
  • Knowledge of and/or ability to learn quickly, common and internal UW System software applications with the ability to keep accurate records, course schedules, accounts, and business correspondence etc.
  • Ability to conduct tasks professionally, proactively, efficiently and confidentially.
  • Commitment to the university Mission including support of equity, diversity, and inclusivity.


  • Bachelor’s degree or equivalent office executive experience.
  • Experience successfully navigating university and departmental organizational structure, policies and procedures.
  • Previous college/university experience with academic affairs considered an asset.
  • Experience with continuous process improvement and budget management an asset.

DUTIES: The Biology Department Academic Associate is the budget and office manager and administrative support staff point-person for the department. Candidates must be committed to the daily operation and management of a large, interdisciplinary academic department. The ADA works closely with the Department Chair to ensure smooth department operation and function and to provide excellent customer service. The ADA must effectively communicate, in both oral and written forms, with a wide variety of individuals requiring assistance and to provide a variety of administrative and academic support services for the department Chair, faculty and academic staff. The ADA needs to work both independently and collaboratively and possess the organizational skills necessary for management of all duties assigned. Primary duties fall under three main categories of responsibility: budget management (40%), administration support and office management (35%) and academic support (20%). The person in this position is required to exercise considerable judgment, confidentiality and responsibility, as well as to be proactive and resourceful in seeking solutions, continually improving process and excellence. Time management and professionalism are crucial, as is the ability to meet deadlines and process data with quality and accuracy.

Biology Department Budget Responsibilities (40%)

  • Independently manage and monitor all categories of the budget, including non-revenue and revenue funds, special course fees, internal and external grants, faculty start-ups, student work-study, service and supplies, equipment purchase and repair, facilities charges and departmental Foundation funds. The ADA maintains signature authority on some accounts and audits, transfers and analyzes budget reports. As well as provides budget projections to Chair on regular basis.
  • Assist faculty with course and research budgets and student employees (40-75/year) timesheets and approvals.
  • Maintain e-form PCard Log on BP Logix and assist with purchase requisitions following Business Services standard protocols and procedures.
  • Direct faculty and students to Administrative Support & Knowledge (ASK) Center and assist as necessary to prepare travel authorizations, reimbursement expense reports and maintain records. Keeps faculty abreast of procedures and changes of procedures with respect to travel rules and regulations.
  • Process receipts and forms and monitor expenses associated with multiple Foundation accounts using Blackbaud software. Separately, monitors eform requests and process use of Duxbury Faculty Success Fund (faculty and staff award allocations/year), including maintaining annual per person spending database. 

Administrative Support and Office Management (35%)

  • Serve as the primary customer service liaison and administrative contact for the Department of Biology, which requires communicating with a broad constituency via phone calls, mail, e-mail and social media. Work closely with students, faculty, and staff in resolving a wide range of issues.
  • Provide support and assistance for administrative needs of department Chair, including communicating with university offices (Advising, Retention & Career Services Center (ARCC), Registrar, Admissions, Scheduling, Academic Affairs, ASK Center, College of Arts and Sciences (CAS) etc.), management of electronic forms and confidential departmental personnel files, budget requests and reimbursements, Chair appointments, and bulk mail alumni and recruitment correspondence etc. The position also provides assistance to the Department Personnel Committee (DPC) Chair, and Search Committee Chairs as warranted.
  • Manage course schedule building for department. Attend registrar meetings, work with ARCC and in consultation with Chair curricular plan to build and enter class schedule in CampS. Verify class schedule and make changes as necessary. Convey class information to faculty/staff and students. Recommend appropriate enrollment management procedures and control class enrollment during the registration time, provide enrollment permission to students for specific appropriate sections and courses working with appropriate eforms. Initiate the Post Enrollment Requisite Checking (PERC) report, and request administrative drops for those students who are not qualified to be in a course. Process and enter independent/directed studies/internships.
  • Establish and maintain procedures for improved office efficiency; apply knowledge of word processing programs, spreadsheets, databases, procedures, and computer hardware to maintain efficiencies. Attend workshops and seek subject-matter-experts to acquire knowledge of new and existing software and computer programs. Maintain inventory and order necessary office supplies or equipment by utilizing Shop@UW. Maintain office equipment as necessary. Keep calendar and monitor schedule of biology department priority access rooms and Biology Bus.
  • Assist Search committees and Chairs with the recruiting process for new faculty and academic faculty/staff. Place advertisements, process applications paperwork, enter information into TAM database (using TAMS), schedule and assist with interview travel planning and expenses, and correspond by phone, mail and email with candidates as needed or directed.
  • Independently manage all departmental files electronically or paper format, including files for correspondence, personnel, candidate, classes, committees, department meetings, requisitions, department and university forms, book orders, etc. On annual basis, send appropriate files to archives, recycle, or shred.
  • Attend ADA Meetings regarding processes, procedures, and updates that impacts the expectations of this position, and work collaboratively with members in continued education, training and communication.
  • Ensure proper operation and maintenance of office equipment. Coordinate with the Biology Laboratory manager for Surplus
  • Facilitate entering and exiting employment for faculty/staff.
  • Initiate work requests for Facilities Management Services. Serve as primary departmental contact for reporting utility or building problems as well as classroom equipment.
  • Initiate UW-Print Shop orders and assist with departmental-level correspondence and marketing needs.
  • Arrange and update departmental bulletin boards, scholarship display and digital display.
  • Ensure that students and faculty are knowledgeable of office procedures and equipment function. Direct new faculty to HR on-boarding and assist faculty/staff on department procedures, university policies or other orientation needs.
  • Undertake special tasks and projects as needed or assigned by the Chair 

Academic Support Activities (20%)

  • Have knowledge of personnel policies and procedures to effectively and confidentially respond to concerns of students, faculty and chair with ability to direct to appropriate resources, including but not limited to department Chair, CAS, ARCC, ASK or DOS.
  • Attend UW-Bookstore meetings and manage bookstore needs for department instructors and courses.
  • Work with 25Live to assist with reservation of rooms for departmental meetings, study sessions or review sessions, and train faculty how to use for own reservation needs.
  • Organize the Spring Awards banquet. Reserve meeting room, coordinate reception and menu and initiate payment. Send invitations, prepare scholarship certificates, awards banquet program, and correspond with those attending.
  • Coordinate with Departmental Social Committee as warranted.
  • Assist faculty with exams if faculty/staff have unexpected absence. Arrange for rooms to be available so that faculty can reserve and work with students with special needs. Post “Open Lab” schedules outside of lab doors and ensure student access to labs. Assist faculty/staff if classes need canceling and notify students and Chair, and Dean’s office if appropriate.
  • Assign faculty advisers to students in one of five biology major programs. Question students to ensure assigned adviser aligns with student’s area of interest.
  • Assist biology student organizations with administrative needs, e.g., forward of emails as appropriate and key access to club supplies.
  • Hire and train work-study personnel on student hours/payroll entry, office policy and procedures. Assist faculty with their student employee payrolls and approvals.

 Miscellaneous Duties (5%)

Software Programs utilized.  UWisdm, BPLogix, CampS, USBank Credit Card System, Shop@UW, Qualtrics, MS Outlook email, calendar, Talent Acquisition Module (TAM), TravelWise and FoxWorld Travel, BluGold Dining, Cisco phone system, Data Warehouse, Faculty Enlight, TMA iService, Microsoft Suite (multiple office apps including inter- and intranet clouds), UW Print Shop, 25Live, and Blackbaud (UWEC Foundation). 


The Department of Biology currently has 17 faculty, 4 instructors, a lab manager, a greenhouse/animal care manager, and approximately 700 Biology majors including 100 Biochemistry/Molecular Biology majors. Department members are collegial, dedicated to teaching and are actively involved in research with undergraduates as demonstrated by co-authored presentations and publications. Departmental facilities include a variety of teaching and research laboratories, field equipment, cell and molecular biology instrumentation, equipment and facilities. We are primarily housed on 3rd floor of the Phillips Hall Science Building with additional research space on 1st and 5th floor.


UW-Eau Claire, an institution of approximately 11,500 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.

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 greenspaces, strong public schools, access to major medical facilities, 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 UW-Eau Claire Web site: must create an account and login before you can apply.  If you have not yet registered, click on the "Click here to Register" link to begin the registration process. If you are already a registered user, input your "User Name" and "Password" and select "Login."  Click the link to the Biology: Academic Department Associate position (Job ID # 16293) and then click the "Apply Now" button to submit your application electronically.  Your application will not be considered complete until all required documents are attached and all required fields are completed.  Please be sure you have included the following in PDF format:

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

Please direct requests for additional information to: Barb Hanson, Human Resources, at

To ensure earliest consideration, completed applications must be received by February 19, 2020.  However, screening will continue until 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.

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. Visit Campus Security and Fire Report. Also visit our Campus Security Authority policy.

UW-Eau Claire is an AA/EEO/Veterans/Disability employer dedicated to enhancing diversity, equity, and inclusion.

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 University of Wisconsin System is engaged in a Title and Total Compensation (TTC) project to redesign job titles and compensation structures. As a result of the TTC project, official job titles on current job postings may change in Spring 2020. Job duties and responsibilities will remain the same. For more information please visit: