Academic Dept Associate

Academic Dept Associate - Exercise Sports ScienceThe Department of Exercise Sports Science at the University of Wisconsin-La Crosse is seeking applicants for an Academic Department Associate with the start date of February 6, 2026. Applications received prior to the first review date will receive full consideration, and the search will continue on a rolling basis until the position is filled.Reporting directly to the Chair of the Department of Exercise and Sport Science, this position provides administrative support to the Department. The Academic Department Associate (ADA) exercises discretion and independent judgment in matters of significance to the operations of the Department and is delegated responsibility for the administrative matters internal or external to the Department. Independently and with minimal supervision, the ADA is responsible for administrative support in the following areas: policies and procedures, budgets and expenses, class scheduling and enrollment, and ongoing day-to-day operations of the Department. The ADA may be responsible for coordinating, training and supervising student workers within the Department. Support for all students, faculty, and staff members within the Department is expected. The typical schedule for an ADA is 7:45-4:30 (8 hours/day, with a 45-minute lunch break), Monday through Friday. Candidates should be prepared to sit at a computer for extensive periods of time.The College of Science & Health (CSH) at the University of WisconsinLa Crosse is the largest academic unit on campus, serving more than half of all UWL undergraduates across the natural, physical, computational, and health sciences. The college's success depends on the dedication of its non-instructional staff, who play a vital role in ensuring that academic programs, research activities, and student services run effectively. Staff contribute to lab and facility operations, support centers and institutes, and coordinate student-focused initiatives such as undergraduate research, internships, and clinical placements. By sustaining CSH's tradition of inclusive excellence, experiential learning, and community-engaged scholarship, staff help provide the foundation for student success, reflected in consistently strong outcomes for graduates.The review of applications starts on January 6, 2026. Applications received on or before January 6th are prioritized and review will continue until the position(s) is/are filled. Initial interviews will be conducted virtually, with shortlisted candidates invited to campus.UW-La Crosse does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources at 608-785-8013.Key Job ResponsibilitiesMiscellaneousAssist faculty, in collaboration with the department chair, in numerous areas associated with instruction and creativity, and scholarship including scheduling rooms, computers/software requests, grant support, etc.Establish and maintain department's files.Assist with department events and public relations by updating the web site, brochures, etc.Conduct other duties as assigned by supervisor.Registration/Curriculum Management for the DepartmentsAssist Chair/Associate Chair in creating the class schedule and scheduling classrooms for the semester in response to various parameters, i.e. room availability, course conflicts, faculty schedules, enrollment management, etc.Identify and verify which course materials are required for courses each semester and that quantities are available. Serve as liaison to textbook rental and bookstore, including assisting faculty with ordering course materials.Serve as the department's liaison for the administration of the student learning environment surveys.Establish and/or maintain proficiency with the software associated with classrooms, course materials, curricular and catalog changes, and development.Budget and Records ManagementManage the department's financial transactions in consultation with the department chair.Maintain control of the usage and tracking of the department's procurement card(s) and reconcile monthly billing statements.Oversee all accounts, including grants, graduate school revenue, and faculty start-up funds.Establish and/or maintain proficiency with the software associated with spreadsheets and budgeting software.Coordinates projects and program components including, scheduling and logistics, unit workflow, and identifies areas for process improvementsSupervision of Student Worker(s)Hire, train, schedule tasks/hours, and supervise student workers as needed.Verify and submit hours on the appropriate software and review the budget regularly.Office Management and Administrative SupportRepresent and act as the first point of contact for the Department of Exercise and Sport Science.Serve as a resource for faculty, staff, and students regarding university rules, regulations, policies, forms, and procedures.Manage the departmental offices, including processing mail and ordering supplies.Make arrangements for meetings, lectures, interview candidates, workshops, and department events.Assist faculty with their service obligations related to their university roles (second to primary support for teaching and scholarship).Assist with the collection of information/data for departmental reports and Promotion, Retention and Tenure committee as needed.Assist with collection of information/data for national accreditation reports as needed.Manage and coordinate other office activities as they relate to departmental faculty/staff, including travel.Assist chairs of Search & Screen Committee with work related to the recruitment of faculty/academic staff members.Keep appropriate documentation of budgetary needs during the hiring process.Assist in the orientation of new faculty and staff to the department and division.Department: Exercise and Sports ScienceCompensation: $18.67 / hourRequired Qualifications:Minimum of high school diplomaAdministrative support experienceDemonstrated experience in the use of software including Microsoft Office Suite, email, and electronic calendarsDemonstrated bookkeeping experience, especially pertaining to budget, travel, and procurement recordsDemonstrated ability to communicate clearly, respectfully, and effectively in face-to-face, oral, written, and electronic formsExcellent organizational, time management, and multi-tasking skills with an attention to detail despite frequent interruptionsDemonstrated ability to work independently and collaborativelyDemonstrated ability to use discretion and good judgment regarding confidential informationPreferred Qualifications:3+ years administrative support experienceExperience in higher education, particularly in the UW systemBachelor's or Associates' DegreeOffice management experienceInterest in public health and community health educationProficiency with software and web-based applications, Office 365 and UW System utilized software (including Canvas)Proficiency with social mediaProficiency in basic graphic design and newsletter creationKnowledge of budget and appropriation structure, inventory/record keepingKnowledge of and experience with procedures regarding purchasing, purchasing contracts, and purchasing cardsAbility to plan, assign, and supervise the work of others (student supervision)Willingness to maintain and enhance professional competencies by participating in professional development workshops, seminars and training sessions related to current position responsibilitiesAbility to meet and work effectively with people across multiple levels of the organizationHow to Apply:Required application documentsCover letterResumeContact Information:Naoko Giblin ngiblin@uwlax.eduSpecial Notes:Application deadlines TO ENSURE CONSIDERATION: Priority consideration is given to those candidates who apply by the listed 'First Review Date'. Applications received after that date may be considered at the discretion of the search committee. Application materials will be evaluated, and the most qualified applicants will be invited to participate in the next step of the selection process. Incomplete and/or late application materials may not receive consideration. If you have questions regarding this recruitment, or if you are not able to complete the application online