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Computer Science and Physics/Astronomy: Department Assistant

UW-Eau Claire – Eau Claire Campus
Computer Science, Physics and Astronomy

Full Time, Staff

  • Official Title: Department Assistant
  • Job ID: #19019
  • 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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Computer Science and Physics/Astronomy: Department Assistant

One full-time (1.0 FTE – 40 hours per week) university staff position is available in the Departments of Computer Science and Physics & Astronomy with an estimated start date of November/early December, 2022. 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 based on qualifications and experience with a minimum salary of $17 per hour. Full UW-System benefits apply. This position reports to both the Chair of the Department of Computer Science and to the Chair of the Department of Physics and Astronomy. 


  1. Demonstrated flexibility, multitasking, and teamwork skills, and excellent communication and 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.
  6. Demonstrated commitment to diversity, equity, and inclusiveness.


  1. Skill in WISER (account software) and CampS (administrative computing system), including, but not limited to, course schedules, student enrollment permissions, and advisor assignments.
  2. Experience using campus computer systems, such as BP Logix, Canvas, Qualtrics, TAM, Athena, SharePoint, ShopUW+,Gold for Blugolds, and PeopleSoft.
  3. Experience with university policies and procedures related purchasing, payroll, and travel arrangements; and managing textbook orders through the University Bookstore.
  4. 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.


  • Accounts Management (25%)

A1. Prepare fund and expense transfers; complete purchase orders; work with appropriate budgetary offices to resolve conflicts; monitor accounts to ensure that account guidelines are not exceeded and alert staff to possible areas of over-expenditure.

A2. Coordinate faculty reporting for procurement cards, travel procurement cards, and corporate travel cards; monitor and reconcile and submit all individual activity reports for all procurement cards on a bi-monthly basis.

A3. Assist faculty with purchases to support teaching and scholarship activities, including classroom/lab supplies, equipment, and other consumables; assist faculty with Office of Research & Sponsored Programs funding, budgets, hiring of students, reports.

A4. Monitor student payroll, federal work study, and student eligibility; help students identify and complete necessary university forms for student employment, approve timesheets.

A5. Coordinate and ensure that proper procedures are used in hiring and payment of student co-workers, maintain student help budgets.

  • Administrative Coordination/Office Support (25%)

B1. Greet visitors and provide public with program-related information; respond to telephone inquiries; refer or connect calls; take messages as appropriate.

B2. Coordinate faculty/academic staff searches, including: assist with recruitment process following the University and Affirmative Action Office’s procedures, publicize position announcements, maintain applicant personnel files, communicate with applicants, establish interview schedules, and coordinate travel arrangements with interview candidates, including submitting appropriate forms upon completion of interviews.

B3. Interview, hire, and supervise student workers, including approving timesheets.

B4. Order necessary office supplies as needed and ensure proper operation and maintenance of office equipment.

B5. Generate letters to prospective students, assist with recruitment materials.

B6. Assist in the organization of conferences, workshops, and other professional meetings and events on campus.

B7. Assist as needed with scheduling and documentation for all program meeting activities.

B8. Assist as needed with the promotion of events, courses, faculty/staff achievements, etc. through appropriate means (print, web, social media, etc.).

  • Class Scheduling, Registration, and Instructional Support (25%)

C1. Assist the two department chairs with entry and maintenance of class schedules into the university’s registration system.

C2. Monitor the department’s pre-assignment/registration process; develop and recommend appropriate enrollment management procedures.

C3. Control class enrollment during course registration, giving enrollment permissions as needed.

C4. Coordinate course evaluations under the direction of the department chairs.

C5. Assist instructors as necessary in collecting rental/purchase textbook requests and ordering through bookstore, online tools, or other methods.

C6. Enter student major/minor and catalog year changes and assign faculty advisors with input from department chairs.

C7. Assist the two department chairs and personnel committees in the student evaluation process for each class every semester, preparing paper or online versions of the approved evaluation tools, assist with distribution to faculty, collect/collate all evaluation data for the faculty being evaluated and the chairs/personnel committees.

  • Travel Coordination (10%)

D1. Support faculty/staff/students in arranging travel for professional conferences, workshops, etc.

D2. Support faculty/academic staff in arranging for class field trips, immersion experiences, etc.

D3. Assist with travel expense reports and reimbursements for faculty and students.

D4. Facilitate travel arrangements for visiting scholars and speakers.

  • Student Scholarship Support (10%)

E1. Communicate with students informing them of the scholarships available in their major.

E2. Collaborate with scholarship committees to determine scholarship recipients. 

E3. Arrange scholarship receptions for students/faculty/donors.

  • Professional Development (5%)

F1. Attend trainings to increase competencies in Equity, Diversity, and Inclusivity.

F2. Attend meetings to keep current on university practices and processes.

F3. Expand computer software and social media expertise by attending workshops and scheduling individual instruction.

THE UNIT: This individual reports directly to the Chair of the Department of Computer Science and to the Chair of the Department of Physics & Astronomy and provides administrative support to the faculty and academic staff of two departments. This individual supervises student workers and provides assistance to the students in these academic programs. The position requires both cooperation and independent initiative, good interpersonal skills, and strong organizational abilities.

UNIVERSITY and EAU CLAIRE COMMUNITY: 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. To learn more about UWEC, visit .

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 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 Computer Science/Physics and Astronomy: Department Assistant position (Job ID #19019) 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:  Alex Smith,

To ensure consideration, completed applications must be received by November 14, 2022. However, screening may 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).