Materials Science and Biomedical Engineering Department Assistant

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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 universitys 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 departments 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.

GENERAL OFFICE MANAGEMENT (20%)

• 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.

THE UNIT: This individual reports directly to the Chair of the Department of Materials Science & Biomedical Engineering and provides administrative support to the faculty and academic staff of the department as well as to the Materials Science & Engineering Center. The Department and Center are currently comprised of 8 faculty members and two scientific staff and support academic programs with about 180 enrolled students.

UNIVERSITY and EAU CLAIRE COMMUNITY: UW-Eau Claire an institution of approximately 9500 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 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. 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 department chair Matt Jewell

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

• Monitors the department unit or program budget and expenses and may assist in the development of program budget and projections

• Identifies troubleshoots and resolves problems regarding technical systems and programs related to department operations

• Coordinates projects and program components including scheduling and logistics unit workflow and identifies areas for process improvements

• 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

• Serves as a primary point of contact for the department

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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.