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Academic Department Associate (Public Administration & Criminal Justice)

Apply now Job no: 496440
Work type: Full-time
Location: Oshkosh
Categories: University Staff


Working Title: Academic Department Associate
Official Title: Academic Department Associate (Public Administration & Criminal Justice)
Employment Class: University Staff
FTE: 1.0
Compensation: Starting at $15.42/hour
Terms of Employment: Continuous
Position Summary:

This position provides comprehensive administrative support to the Department of Public Administration (0.5 FTE) and the Department of Criminal Justice (0.5 FTE). It involves the exercise of discretion, independent judgment, exceptional problem solving and interpersonal skills on a daily basis. Major programs for which this office is responsible are the Master of Public Administration program, which is offered both on-campus and online and the graduate Healthcare Management certificate program in the Department of Public Administration, as well as the undergraduate Criminal Justice Major and Minor programs and the Online Accelerated program in the Department of Criminal Justice. The person in this position has primary responsibility for managing office activities in support of the above programs. Possessing strong interpersonal/communication skills, exceptional organizational skills, good time management skills and being detail-oriented are characteristics critical to the success of the individual employed in this position. Work performed in this position has a direct impact on the effectiveness and success of both departments: effective dealings with students and prospective students and support of 9 FTE faculty a year. This position reports directly to the Department Chairs of both departments. Normal hours of work are: 7:45 a.m. to 4:30 p.m., Monday through Friday.

  1. Provides Administrative Assistance to Departments (40%)
    1. Evaluates, develops, recommends and implements policies and procedures to improve office operations.
    2. Independently investigates and resolves operational problems impacting staff and students.
    3. Organizes work flow to effectively and sufficiently meet deadlines.
    4. Provides first point of contact with the public regarding operations, policies and programs.
    5. Communicates with Dean’s office as needed for issues relating to staffing, funding, and curriculum.
    6. Serves as liaison between the two departments and the Division of Online and Continuing Education (OCE) office for issues relating to faculty, instructional staff, course information, department needs and funding issues.
    7. Advises Chairs on administrative policies, procedures and deadlines (e.g. faculty tenure, promotions and review of non-tenured faculty).
    8. Gathers and prepares data for Chairs to make decisions that affect the departments.
    9. Serves as resource to and administrative support for Search and Screen committees by coordinating recruitment procedures and materials.
    10. Prepares and audits travel expense reports.
    11. Develops and maintains departmental program and administrative files.
    12. Prepares personnel transaction forms, appointment/reappointment forms and other human resources forms for a variety of faculty appointment types.
    13. Collaborates with Chairs to develop course schedules and room assignments. Alerts Chairs to potential conflicts/discrepancies. Enters schedules into Student Information System (SIS) and modifies as required.
    14. For classrooms not already equipped, schedules audio/visual equipment and materials for faculty and students and maintains scheduling for follow-up.
    15. Coordinates with Information Technology for system maintenance and repair for department, faculty and undergraduate and graduate assistant computers.
    16. Answers department telephone and notifies faculty (phone or email) of any telephone messages.
    17. Attends departments’ meetings, records minutes of meetings, and prepares distribution of meeting materials in accordance with university policies.
    18. Other duties as assigned.
  1. Provides General Undergraduate and Graduate Program Support (40%)
    1. Applies University, Graduate Studies, College and Departments’ policies and procedures in an appropriate manner.
    2. Provides program information through oral and written communications.
    3. Develops program facts sheets as needed by the department.
    4. Maintains department Web pages to insure accurate and up-to-date information.
    5. Distributes course materials to appropriate students via multiple mediums (i.e., hard copy, email, D2L).
    6. Tracks and advises faculty and students of class size limits and closures. Maintains waiting lists as needed/required.
    7. Responds to current and prospective students regarding course availability, course prerequisites, class content, application, registration, academic deficiencies, etc. Refers students to faculty advisors as appropriate.
    8. Creates and maintains student databases/spreadsheets to track program activities for a variety of purposes (e.g. assessment, satisfaction surveys, enrollments, etc.).
    9. Prepares accurate and timely textbook orders for graduate and undergraduate programs in accordance with University Books & More policies and procedures. Develops departmental methods to obtain order requests from faculty, secures prices and insures timely delivery.
    10. Monitors and maintains records of all student applicants and the status of applications throughout the admissions process.
    11. Oversees the admission process and coordinates with the department chairs (and Graduate Studies); monitors the entire admission process.
    12. Coordinates with chairs and OCE staff regarding student registration, book orders, issuance of contracts for Instructional Academic Staff hires, etc., in relation to the online undergraduate and graduate courses.
  2. Provides Budget Management, Procures and Maintains Supplies (10%)
    1. Collaborates with Chairs to develop operating budgets: provides feedback and input based upon expenditure history.
    2. Sets up and maintains expenditure records. Tracks expenditures and reconciles monthly expenditures.
    3. Recommends and assigns expenditures to appropriate fund accounts and adheres to purchasing policies and fiscal year deadlines.
    4. Maintains signature authorization for procurement credit card (GPR and vending accounts): complies with University policies for use of card and tracking.
    5. Disburses funds for Work Study and Student Assistants.
    6. Resolves billing errors/disputes with vendors in a timely manner.
    7. Is proficient with Shared Financial System (SFS) and WISDM financials to accurately track and accomplish tasks efficiently.
    8. Determines need for and procures equipment and office supplies. Maintains an inventory of supplies.
    9. Purchases materials not available in central stores or MDS following Financial Services purchasing guidelines and policies. Maintains accurate records for this process for compliance with annual audits.
  1. Provides Undergraduate and Graduate Student Advising (5%)
    1. Provides information to undergraduate and graduate students regarding the Criminal Justice and Public Administration programs. Such information may include program information; admission procedures; registration processes; admission to candidacy; course opening and sequencing; internship requirements and placements; graduation requirements; independent studies, thesis and field project requirements, etc.
    2. Systematically monitors students’ time to degree and informs students who need to complete admission to candidacy forms; verifies the accuracy of those forms and submits them to chairs for signature.
    3. Guides and assists students in completing various administrative forms and communicates with other administrative units about the status of submitted forms.
    4. Posts/informs students of internal and external job openings relevant to the criminal justice and public administration fields.
    5. Refers undergraduate and graduate students to get further advising from faculty where necessary.
  2. Assists with Student Employment and Supervision (5%)
    1. Determines undergraduate student staffing requirements to meet operational needs.
    2. Recruits and hires Work Study and Student Assistant employees according to university guidelines.
    3. Determines work assignments, develops training and evaluation methods.
    4. As Employing Unit Coordinator (EUC), prepares and processes all required documentation for student appointments and payroll. Requires knowledge of Student Appointment System and Oracle. Communicates with time approver to track hours.
    5. Assists PA Department chair with hiring graduate assistants and STEP students.
    6. Serves as a resource for graduate assistants regarding University and Department procedures and protocols.

1. Extensive knowledge of various computer applications. This may include Windows operating system, Microsoft Suite, Adobe Acrobat, Google Apps, and web tools.
2. Excellent written, oral and overall interpersonal skills.
3. Knowledge of a wide variety of administrative support tasks, which may include purchasing, budget tracking, reporting, and policy adherence.
4. Ability to learn and apply new software applications and/or processes to optimize efficiency.
5. Capacity to take initiative on projects/tasks and exercise considerable independent judgment, resolve problems, and make decisions.
6. Ability to supervise student workers within the department.
7. Excellent organizational skills and the ability to prioritize and balance a variety of tasks and projects with a strong attention to detail.


1. Bachelor's Degree preferred.
2. At least 2-3 years of previous experience working in a busy office environment.
To Apply:

Applicants must submit the following documents using the online application:

Cover Letter, Resume, Three References

For questions regarding your application and additional options to apply, contact Human Resources at or 920-424-1166.

Application Deadline:

TO ENSURE CONSIDERATION: Applications received by September 24, 2018 are ensured full consideration. Applications received after that date may be given consideration 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 due to a disability or system problem, please contact the Office of Human Resources.


Advertised: Central Daylight Time
Applications close:

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Equal Opportunity and Affirmative Action Employer

All candidates for employment are subject to a pre-employment screening which includes a review of criminal records, reference checks, and verification of education.

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