Materials Science and Biomedical Engineering: Department Assistant

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Position Title:
Materials Science and Biomedical Engineering:
Department Assistant


Job Category:
University Staff


Employment Type:
Regular


Job Profile:
Department Assistant


Job Duties:

POSITION: One 80% (32 hours per week) university staff position is available in the Department of Materials Science and Biomedical Engineering with an estimated start date of January 26, 2026, 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 $19.00 - $19.50/hour, depending on experience.

Full UW-System benefits apply. This position reports to the Chair of the Department of Materials Science & Biomedical Engineering, and also supports the university's Materials Science & Engineering Center.

MINIMUM QUALIFICATIONS:

Demonstrated flexibility in managing responsibilities, ability to take initiative and multitask, strong teamwork skills, and excellent communication and organizational abilities. Demonstrated operational knowledge of MS Office Suite, including MS Outlook, Excel, Word, and PowerPoint, and 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.

PREFERRED QUALIFICATIONS:

Experience successfully navigating complex organizational and administrative policies and procedures. Previous college/university experience.

Experience with software and online systems beyond Microsoft Office.

DUTIES:

BUDGET RESPONSILBILITES (40%)

• 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.

ADMINISTRATIVE SUPPORT ACTIVITIES (20%)

• 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.

ACADEMIC SUPPORT ACTIVITIES (20%)

• 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…