"Academic Dept Assoc - Chemistry & Biochemistry"

Current Employees: If you are currently employed at any of the Universities of Wisconsin, log in to Workday to apply through the internal application process.

Position Title: Academic Dept Assoc - Chemistry & Biochemistry

Job Category: University Staff

Employment Type: Regular

Job Profile: Department Assistant

Job Duties:

The Chemistry & Biochemistry Department at the University of Wisconsin-La Crosse invites applications for an Academic Department Associate. Reporting directly to the Chair of the Chemistry & Biochemistry Department, 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, Monday through Friday. Candidates should be prepared to sit at a computer for extensive periods of time.

Key Job Responsibilities:

• Serves as a primary point of contact for the department
• Develops, implements, and maintains methods and organizational systems directed at the maintenance of electronic/physical records related to department operations according to established policies and procedures
• Coordinates projects and program components including, scheduling and logistics, unit workflow, and identifies areas for process improvements
• Identifies, troubleshoots, and resolves problems regarding technical systems and programs related to department operations
• Monitors the department, unit or program budget and expenses, and may assist in the development of program budget and projections
• May provide operational guidance and training on day-to-day activities of student workers and program staff

Information about the Department:

The Chemistry & Biochemistry Department houses two programs: an undergraduate Bachelor of Science in Chemistry and an undergraduate Bachelor of Science in Biochemistry. Our mission is to prepare leaders in industry, academia, healthcare, and the community.

The College of Science & Health (CSH) at the University of Wisconsin–La 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.

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.

The review of applications starts on March 6, 2026. Applications received on or before March 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.

Key Job Responsibilities:

Office Management and Administrative Support

• Represent and act as the first point of contact for the Chemistry & Biochemistry Department
• 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.
• Plan 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.

Supervision of Student Worker(s)

• Hire, train, schedule tasks/hours, and supervise student workers.
• Verify and submit hours on the appropriate software and review the budget regularly.

Registration/Curriculum Management for the Departments

• Manage 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 and faculty start-up funds.
• Establish and/or maintain proficiency with the software associated with spreadsheets and budgeting software.

Budget and Records Management

• Manage 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 and faculty start-up funds.
• Establish and/or maintain proficiency with the software associated with spreadsheets and budgeting software.

Miscellaneous

• Assist 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 departments’ files.
• Assist with department events and public relations by updating the web site, brochures, etc.
• Other duties as assigned by supervisor.

Department: Chemistry & Biochemistry

Compensation: $19.00 / hour

Required Qualifications:

• Minimum of high school diploma.
• Administrative support experience.
• Demonstrated experience in the use of software including Microsoft Office Suite, email, and electronic calendars.
• Demonstrated bookkeeping experience, especially pertaining to budget, travel, and procurement records.
• Demonstrated ability to communicate clearly, respectfully, and effectively in face-to- face, oral, written, and electronic forms.
• Excellent organizational, time management, and multi-tasking skills with an attention to detail despite frequent interruptions.
• Demonstrated ability to work independently and collaboratively, and set priorities to meet the demands of the position.
• Demonstrated ability to use discretion and good judgment regarding confidential information.

Preferred Qualifications:

• 5+ years administrative support experience.
• Associate degree or professional certification.
• Office management experience.
• Proficiency with software and web-based applications, Office 365 and UW System utilized software.
• Knowledge of budget and appropriation structure, inventory/record keeping.
• Ability 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 responsibilities.
• Ability to meet and work effectively with people across multiple levels of the organization.
• Knowledge of and experience with procedures regarding purchasing, purchasing contracts, and purchasing cards.

How to Apply:

Required application documents

CV / Resume

Cover Letter