Computer Science and Physics & Astronomy Department Assistant

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POSITION: 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 February 1 2026. 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 $19 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.

MINIMUM QUALIFICATIONS:

Demonstrated flexibility multitasking teamwork skills and excellent communication and organizational abilities. Demonstrated operational knowledge of MS Office Suite including MS Outlook MS Excel and MS Word. 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 verify accuracy of financial transactions and maintain an accurate file of financial records for review including credit card logs and receipts. Demonstrated commitment to diversity equity and inclusiveness.

PREFERRED QUALIFICATIONS:

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

DUTIES:

A. 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.

B. Administrative Coordination/Office Support (25%)

B1. Greeting 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 Offices 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.).

C. Class Scheduling Registration and Instructional Support (25%)

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

C2. Monitor the departments 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 prepare 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.

D. 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 expenses reports and reimbursements for faculty and students.

D4. Facilitate travel arrangements for visiting scholars and speakers.

E. 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.

F. 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 11500 students and 1400 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 100000 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. Applications are submitted electronically. Please follow instructions found on the following Web site: 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: Erik Hendrickson

To ensure consideration completed applications must be received by January 9 2026. However screening may continue until position is filled.

Key Job Responsibilities:

• May provide operational guidance and training on day-to-day activities of student workers and program staff

• 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

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INSTITUTIONAL OVERVIEW

UW-Eau Claire an institution of approximately 9000 students and 1200 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 100000 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.

ADDITIONAL INFORMATION

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 Universities of Wisconsin will not reveal the identities of applicants who request confidentiality in writing except that the identity of the successful candidate will be released. SeeWis. Stat. . 19.36(7).

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. VisitCampus Security and Fire Report. Also visit ourCampus Security Authority(CSA) policy.

UW is an Equal Opportunity Employer

Qualified applicants will receive consideration for employment without regard to race color religion sex sexual orientation gender identity national origin age pregnancy disability status as a protected veteran or any other bases protected by applicable federal or State law and UW System policies. We are committed to building a workforce that represents a variety of backgrounds perspectives and skills and encourage all qualified individuals to apply.