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College of Arts and Sciences: Administrative Assistant II

Full Time, Staff

  • Official Title: Administrative Assistant II
  • Job ID: #18321
  • 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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College of Arts and Sciences: Administrative Assistant II

A full-time university staff expected-to-continue position is available in the College of Arts and Sciences beginning in June 2022 (negotiable).  The official title for this position is Administrative Assistant II, with a working title of Program Associate.  The Program Associate assists the college administrators who oversee curriculum and student academic affairs in the College of Arts and Sciences. The individual in this position also provides support to the other administrative staff in the College Office and reports to the Dean of the College.  The expected hourly hiring salary will be based on qualifications and experience, with a minimum salary of $17.00 per hour.  Full UW-System benefits apply.

  • Excellent organizational, record-keeping, and customer service skills.
  • Strong interpersonal and collaboration skills to interact effectively with dean’s office staff, department chairs/program directors, university offices, faculty, staff, students, and community partners.
  • Demonstrated verbal and written communication abilities.
  • Knowledge of and ability to learn quickly common software applications.
  • Ability to conduct tasks professionally, accurately, and confidentially.
  • Commitment to equity, diversity, and
  • Bachelor’s degree.
  • Experience successfully navigating complex organizational policies and procedures.
  • Previous college/university experience may be considered an asset.

DUTIES: The Program Associate works collaboratively with college administrators. The individual must possess excellent organizational skills and attention to detail necessary for management of and accuracy in all assigned duties.  This person needs to exercise judgment and responsibility.  Time management is crucial, as is the ability to meet critical deadlines.   It is essential that this person be able to effectively communicate with a wide variety of individuals requiring assistance.  As liaison to Records and Registration and the College's nineteen departments and multiple interdisciplinary programs, the person occupying this position must have thorough knowledge of the College curriculum development process, the impact of curricular change on academic regulations and degree programs for graduate and undergraduate students, and the Dean’s office as an office of record.  

(50% for A and B)

A.      Provision of Support for Arts and Sciences Curriculum Committee and College Curricular Process

A.1. Coordinate activities of the College of Arts and Sciences Curriculum Committee (CASCC). Responsible for understanding and explaining college and university curriculum development policies and procedures, including the Course Inventory Management (CIM), Program Inventory Management (PIM), and Catalog Management (CAT) systems.  In consultation with the Associate Dean for Academic Affairs and Curriculum, respond to questions regarding policy, procedure, and implementation from departments/programs, Records and Registration, and other administrative offices and committees.

A.2. Review new course proposals, course revisions, course deactivations, course updates, academic program changes, and changes to liberal arts degree programs for accuracy and communicate results to Associate Dean.  Assist Arts and Sciences (A&S) units with CIM and PIM form completion as needed.  Consult with Associate Dean prior to including proposals on CASCC agenda.

A.3. Organize materials to generate and distribute CASCC weekly meeting agenda and minutes to membership.   Copy others as appropriate. Post agenda and minutes online for public viewing.

A.4. Maintain permanent official course master files for all A&S undergraduate and graduate courses.  Maintain official records of degree program changes for all A&S units and interdisciplinary programs.  Respond to requests from students, alumni, faculty, and other universities for information from master files.

A.5. Maintain records management program for CASCC and Associate Dean actions and records retention schedule for all A&S undergraduate and graduate courses. Prepare records for submission to Archives and retrieval from Archives as needed.

A.6. Maintain CASCC membership list, including record of appointments, resignations and term expiration dates.  Establish and update e-mail distribution lists and keep members informed of changes.

A.7. Maintain spreadsheet of Course Updates for each A&S department/program. Produce annual Course Update Reports to inform units of when Course Updates are due and send informational memos on behalf of Associate Dean.

A.8. At the beginning of each academic year, prepare pertinent CASCC information and memos to send on behalf of Associate Dean.  Keep units informed of any changes throughout the year.

A.9. Provide approved curriculum proposals to the University Liberal Education Committee (ULEC) and inform ULEC of deletion of courses from general education/liberal education categorization.

A.10. Verify appropriateness of student appointments to CASCC by the Student Senate.  Inform Student Senate if student member falls below the standards required for CASCC membership and request new student appointment if necessary.

A.11. Arrange annual meeting room contracts and reservations for CASCC.

A.12. Provide support for Haywood Faculty Development Fund Awards.

B.      Provision of Support for Preparation of University Graduate and Undergraduate Catalogs

B.1.    Launch college catalog pages when review process begins.  Record receipt of catalog pages and note edits made by A&S units for Associate Dean review.

B.2.     Help resolve catalog-related questions and assist with needed catalog edits.

(50% for A and B)
C.      Provision of Support for Office Assistance

C.1. Answer telephones, screen calls, keep calendar and monitor schedule of Associate Deans.  Maintain positive public relations and exercise judgment and responsibility in responding to a multitude of questions from a variety of sources.

C.2. Provide backup support and clerical assistance to the Dean and Dean's Assistant.  Ability to handle a variety of correspondence and telephone requests of a confidential and sensitive nature is necessary.

C.3. Help delegate work of student workers and help train student workers.

C.4. Undertake tasks as assigned by the Dean. Ability to be flexible in supporting college needs.

D.      Provision of Support for Student Affairs

D.1. Provide support to the Associate Dean for Faculty and Student Affairs.  Knowledge of academic policies, regulations and deadlines, and the forms/procedures by which they are implemented is needed.  Ability to interpret various requirements to provide accurate advice or referral to appropriate office to graduate and undergraduate students is required.  Must have an understanding of the filing system and routing procedures of various forms and be able to retrieve and enter student data electronically.  Maintenance of student confidentiality in responding to requests for information is necessary.

D.2. With support from Associate Dean, assess students' problems or needs and recommend possible actions.

D.3. In consultation with Associate Dean, communicate with department chairs/program directors, faculty, and program associates regarding student concerns. Work with them on resolution of student issues.

D.4. Support Associate Dean in coordinating Annual Outstanding Student Awards.

D.5. With guidance from Associate Dean, field student questions.  Help locate and provide an explanation of e-forms. 

D.6. Download and file approved forms.

COLLEGE: The College of Arts and Sciences staff includes the Dean, Associate Dean for Academic Affairs and Curriculum, Associate Dean for Faculty and Student Affairs, Administrative Specialist, Dean’s Assistant, and Program Associate.  The College of Arts and Sciences consists of 19 academic departments, multiple academic programs, and over 300 faculty and academic staff. 

UW-Eau Claire, an institution of approximately 11,500 students and 1,200 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: You 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 College of Arts and Sciences: Administrative Assistant II position (Job ID # 18321) 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 Denise Stewart at

To ensure earliest consideration, completed applications must be received by May 31, 2022.  However, screening will continue until position is filled. 

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(CSA) policy.

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