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Position Title:

Department Assistant: Kinesiology, Health, Food and Nutritional Sciences

Job Category:

University Staff

Employment Type:

Regular

Job Profile:

Department Assistant

Job Duties:

A university staff position is available in the Department of Kinesiology, Health, Food and Nutritional Sciences. The title for this assignment is Department Assistant. 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 of $18/hour. Full UW-System benefits apply. This position may be filled between 92% and 100% FTE, depending on department needs and candidate availability.

QUALIFICATIONS

Minimum / Required

High school diploma or equivalent
Minimum 2 years of administrative or office support experience
Strong organizational and time management skills with ability to manage multiple priorities
Knowledge of common office operations and ability to quickly learn administrative applications
Ability to conduct tasks professionally, accurately, and confidentially
Ability to work independently and collaboratively in a team environment

Highly Desired/Preferred

Associate or Bachelor’s degree
Previous college/university/institutional experience
Experience successfully navigating complex organizational and administrative policies and procedures
Familiarity with finance software such as Workday and administrative computing systems such as course schedules

RESPONSIBILITIES

The Department Assistant serves as administrative support within the College of Arts & Human Sciences for the Department of Kinesiology, Health, Food and Nutritional Sciences. The Department Assistant reports to and works closely with the department chair and provides support and aid to the department’s students, faculty, and programs. In addition, this role may assist with tasks and projects that extend across the college, collaborating with various departments as needed.

Coordinate and manage programmatic and administrative responsibilities including scheduling, data & information management, record keeping, and reporting
Monitor, track, and reconcile the department's budget, funds, services and supplies, and purchasing expenses
Manage course and laboratory scheduling, including classroom assignments/scheduling and coordination with university systems
Process contracts, overload payments, and student hires (e.g., TAs/GAs) through Workday
Support hiring, onboarding, and supervision logistics for student employees, including work-study students, teaching assistants, and graduate assistants
Support faculty/staff/students in arranging travel for professional conferences, workshops, etc. and reimbursements when needed
Support faculty purchasing needs for teaching, research, and laboratory activities, including ordering chemicals, food, and lab supplies
Assist faculty and students with Office of Research & Sponsored Programs administration, including funding, budgets, student hiring, reports, and managing grants (such as student research grants for travel, purchasing, and tracking)
Provide administrative support for dietetics program operations, including ordering for interns, managing intern portfolios, coordinating travel and registrations, and preparing and submitting credentialing and verification materials to the state
Maintain departmental inventory, including keys, card access, and computing equipment
Process key and card access requests
Ensure proper operation and maintenance of office equipment
Assist with documentation of meetings (including but not limited to meeting minutes) and record retention
Serve as Recruitment coordinator when needed for department, college, and University recruitments
Serve as back-up receptionist as needed
Prepare physical plant work requests (thru TMA) when needed
Potential for cross-collaboration of duties to further support the department or the College of Arts & Human Sciences

APPLICATION INSTRUCTIONS

Completed applications received by end of day, April 19th, 2026 are ensured full consideration. Applications submitted after April 19, 2026 may be reviewed at the discretion of the search committee or until position is filled.

To apply, click on the APPLY button or go to: https://www.uwstout.edu/about-us/careers-jobs

Due to system limitations, applicants may upload no more than five (5) attachments. Please combine documents where appropriate.

Required application materials:

Cover letter (* See below)
Resume

All final candidates will be asked to provide names, email contact information, and/or phone numbers for three (3) references, with at least one being from a manager or supervisor, during the interview process.  

*Please use your cover letter to speak to each of the Minimum/Required Qualifications for this position as listed above. For each required qualification, describe your relevant experience, using specific examples from your work history to illustrate how your experience satisfies the requirement.

Official transcripts required at time of hire.

For questions regarding this position or recruitment, please contact:

Search Chair: Mary LaRue laruem@uwstout.edu

If you need assistance with the online application process or if you submitted your application prior to uploading all the required application materials, please contact:

Search Coordinator: Hannah Schillinger

Phone: 715-232-3004

Email: schillingerh@uwstout.edu

ADDITIONAL INFORMATION

Minimum starting salary of $18.00, commensurate with qualifications and experience.

This position may be filled between 92% and 100% FTE, depending on department needs and candidate availability.

A six-month probationary period is required

The University of Wisconsin-Stout does not offer H-1B or other work authorization visa sponsorship for this position. A successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment and for maintaining work authorization throughout the employment term. If you have questions regarding this, please contact our Human Resources office, Phone: 715.232.2149.

Key Job Responsibilities:

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

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

Guidelines to ensure consideration:

Applicants must complete all required fields and attach all required application materials.

Within your cover letter address each of the Minimum/Required Qualifications specified for this position. For each required qualification, describe your relevant experience, using specific examples from your work history to illustrate how your experience satisfies the requirement.

It is the policy of UW-Stout to provide reasonable accommodation to qualified applicants with disabilities. If you need assistance, or accommodation in applying because of a disability, please contact us using the information below. Employment opportunities will not be denied because of the need to make reasonable accommodation for a qualified individual's disability.

The Universities of Wisconsin provides an excellent benefits package including participation in the Wisconsin State retirement plan, demonstrating our commitment to the diverse needs of our employees.

Employee Benefits: https://www.wisconsin.edu/ohrwd/benefits/

To calculate the estimated value of your total compensation, use the Health & Retirement Contributions Estimator | Employee Benefits (wisconsin.edu)

Employment is contingent upon the final candidate’s completing a criminal background check and being cleared to work by the Human Resources Office. Employment is also contingent upon the final candidate passing reference checks and an essential job function test, as applicable. The reference check process includes asking the final candidates’ professional references questions regarding employee misconduct, sexual violence, and sexual harassment. Reference checks must be conducted at a minimum with three professional references, at least one of which must be a prior supervisor.

Final candidates with previous employment within the Universities of Wisconsin and State of WI agencies will be subject to additional reference checks.

In response to a public records request, the Universities of Wisconsin will not reveal the identities of applicants who request confidentiality in their online application, except that the identity of the successful final candidate will be released. See Wis. Stat. sec. 19.36(7).

UW-Stout is committed to providing safety and security of all members of our community in accordance with the Clery Act. For campus safety information and crime statistics visit: https://www.uwstout.edu/life-stout/police-and-parking/clery-information

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.