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Universities of Wisconsin · 3 weeks ago

Materials Science and Biomedical Engineering: Department Assistant

Eau Claire, WI

Full-time

Onsite

New Grad, Entry Level

$19/hr - $19.50/hr

The University of Wisconsin-Eau Claire is seeking a Department Assistant for the Department of Materials Science and Biomedical Engineering. This role involves providing administrative support, managing departmental budgets, and assisting with academic and office management tasks.

Higher Education

Responsibilities

Maintain and manage accounting records for all department funding strings

Reconcile accounting reports monthly, or more often if necessary. Transfer funds and expenses between accounts as needed

Utilize University purchase systems to order supplies and other items needed to support faculty and staff needs. This includes requisition processing, tracking and receiving orders, and routing orders appropriately

Monitor budget expenditures, verify accuracy of all financial transactions, and maintain accurate files of financial records for review, including credit card transactions and receipts

Reconcile expense reports

Maintain expenditure records by funding string and business use

Assist faculty and staff with travel procedures, purchasing related to travel, and reimbursement forms, including coordination of student travel. Communicate with the University Travel Coordinator to answer any questions or special travel related needs requested by faculty and staff

Manage student payroll funds and track student payroll to avoid over-expenditure

Process UWEC Foundation reimbursement requests

Manage purchase requisitions, purchase orders and invoices

Manage MSEC invoicing/deposits and process MSEC-related budget requests

Establish and maintain all MSBME Department records and files

Utilize various computer software including Microsoft Word, Excel, Outlook, Power Point, Qualtrics, Workday, and other web-based programs as defined by current university policy and needs

Use the UWEC administrative database (CampS) to manage course schedules, assist with finding optimal room assignments for courses, and maintain waiting lists for classes

Compose and type forms and routine correspondence

Format, edit, and proofread correspondence and reports for the MSBME department chair and MSEC director

Implement student payroll procedures and assist with student worker hiring within the department

Maintain up-to-date lists of majors and minors. Compile and distribute statistical data on departmental majors each semester

Independently assign advisors to departmental majors; make advisor changes when necessary

Keep up-to-date information regarding our department alumni, including contact information and employment information

Assist with awarding of annual department scholarships

Assist departmental student organizations with clerical support and information

Coordinate department’s recruitment procedures, organize incoming application materials, and prepare correspondence

Process textbook and lab manual orders each term

Organize Course/Instructor Evaluations each semester. This includes preparing paper or electronic forms, collecting results, and compiling data for distribution to department chair, department personnel committee, and faculty members

Assist with document organization and logistics for ABET accreditation activities

Serve as backup supervisor to student research employees and assist them with payroll questions

Act as receptionist for the department. Provide information, answer questions, take messages, and refer callers and walk-ins to appropriate individuals

Operate office equipment such as copy machines/printers/scanners

Do routine office cleaning and maintenance

Maintain an adequate supply of instructional and office supplies and keep these supplies organized and easily accessible

Distribute mail to faculty and staff members

Participate in decision-making for physical needs of department office

Other appropriate duties as assigned

Qualification

MS Office SuiteBudget managementOrganizational skillsEvent coordinationFinancial transaction processingCommunication skillsSupervision of student workersTeamwork skillsInitiativeFlexibilityConfidentiality handling

Required

Demonstrated flexibility in managing responsibilities

Ability to take initiative and multitask

Strong teamwork skills

Excellent communication and organizational abilities

Demonstrated operational knowledge of MS Office Suite, including MS Outlook, Excel, Word, and PowerPoint

Ability to learn on-campus software platforms such as CampS and Workday

Demonstrated knowledge of standard office operations, including the ability to handle time-sensitive and confidential information

Ability to coordinate departmental events and supervise student workers

Ability to monitor program expenditures, process payments, verify accuracy of financial transactions, and maintain an accurate file of financial records for review