Job Description

Department Assistant - Psychology

This position is responsible for providing a wide range of department support (17 full and part-time faculty and staff, approximately 425 majors, 160 minors, and 39 graduate students) and administrative assistance to the Chair of the Psychology Department and the Coordinator of the School Psychology Program. The Department Assistant will collaborate within the Psychology Department as well as with other departments, campus offices, and community partners, and serves as an essential support for student success and a healthy workplace.

Responsibilities:

Help the Chair and Coordinator with administrative documents and tasks (30%)

• Serve as Department point of contact for faculty, staff, and students
• Maintain department records
• Help manage program assessment data in consultation with Chair and Coordinator
• Assemble information as directed for self-studies and other administrative reports
• Work with Coordinator to maintain student records for the School Psychology graduate program
• Work with Coordinator to manage student admissions process for the School Psychology graduate program
• Initiate/supervise process for obtaining/scoring department Student Evaluation of Instructors

Maintain records for and communicate with students to ensure timely, accurate, and supportive advising processes (part of the College Student Success Framework) (25%)

• Remain knowledgeable about programs and provide information to students over phone, by email, and in person (in line with FERPA requirements)
• Maintain the Psych Majors Connection Canvas page to communicate with majors
• Ensure that advisors and advisees have access to appropriate materials for advising sessions
• Maintain current list of majors, minors and those pursuing certificates
• Maintain student records, including directing forms as appropriate
• Assign faculty advisors in consultation with Chair
• Recruit, mentor, and support student workers, fostering their professional growth

Proactively manage department budgets to support academic and student success initiatives (15%)

• With oversight from the Chair and Coordinator, prepare budget estimates and plan office operations
• Monitor spending and keep accounting records up-to-date on a weekly basis using appropriate software
• Maintain inventory and order office supplies in consultation with Chair
• Complete purchasing forms and maintain all budget-related records in a timely and organized manner

Support scheduling of classes and maintenance of course records (15%)

• Help Chair and scheduling committee to complete class schedule
• Maintain communication with program assistants in other departments in order to complete scheduling and find classroom space
• Adjust class size to fit available classroom space in consultation with Chair and using appropriate software
• Coordinate syllabi collection and maintenance of course records

Recruitment and hiring of new instructors (10%)

• Act as talent acquisition coordinator (upload letters of recommendation, update "dispositions," assist search chair)
• Help support candidate campus visits (arrange housing and transportation, proofread and distribute itineraries, coordinate plans with each candidate)
• Assist with on-boarding of new faculty, staff, and fellows (distribute onboarding forms, assist with procuring access to technology and electronic files, prepare the new office, provide orientation to department suite and supplies)

Other duties as assigned (5%)

• 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
• 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

Department: The Department of Psychology

Compensation: Well-qualified candidates can expect an hourly rate of $18.75 commensurate with the candidate's education, related experience, and qualifications. UW System employees receive an excellent benefit package. To learn more about the UW System's comprehensive benefit package, review the UW System Employee Benefits Brochure.

Required Qualifications:

• Proficiency in Microsoft Office products (Word, Outlook, Excel, PowerPoint) Excellent communications skills, both verbal and written

Preferred Qualifications:

• Demonstrated experience in a higher education setting or administrative work A working knowledge of UW-System and UW-Whitewater policies and procedures

Knowledge, Skills and Abilities:

• Ability to interact respectfully with people with diverse socioeconomic, cultural and ethnic backgrounds
• Willingness and ability to be an active participant in following applicable safety rules and regulations including necessary training and drills
• Effective interpersonal skills
• Strong organizational skills with exceptional attention to detail
• Ability to proactively evaluate and anticipate the workflow of projects and activities
• Ability to meet deadlines
• Ability to hire, train and supervise student assistants
• Ability to work collaboratively, collegially and productively with co-workers, staff, interns, and student assistants
• Ability to maintain the budget, order supplies, and reconcile all expenditures
• Proficiency in current campus systems such as Canvas, WINS, Stellic, Oracle, Workday, 25Live, CourseLeaf, Google products, and the ability to learn new platforms as needed
• Clerical skills such as answering phones, maintaining digital and physical files, greeting visitors, and referring to appropriate individuals or offices
• Ability to process, protect, and exercise discretion handling confidential information and materials

How to Apply:

Only complete application packages will be considered. This includes online submission of the following documents:

• Cover Letter
• Resume
• Name and contact information for three professional references

Contact Information:

If you have questions regarding this recruitment or if you are unable to complete the application online due to a disability or system problem, please contact us at (262) 472-1024 or hr@uww.edu.

For questions regarding this position, please contact:

Elizabeth Olson

262/472-5400

olsone@uww.edu

To Ensure Consideration:

Applications received by September 24th, 2025, are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. The most qualified applicants will be invited to participate in the next step of the selection process.

Conditions of Appointment: University of Wisconsin-Whitewater 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.

Campus Information: UW-Whitewater is a thriving public university located in southeastern Wisconsin. It leads the way in providing world-class, affordable higher education programs to more students than neighboring regional comprehensives in the University of Wisconsin System. A collaborative team of 1,300 faculty and staff are devoted to the success of the university's 11,500 students at its main and Rock County campuses. The team provides high-impact practices and academic programs online and in person from associate to doctoral levels. Recognized nationally for affordability, inclusion, and career development, UWW serves approximately one-third first-generation students and boasts strength in many areas, especially business and education. The campus and community embrace the Warhawk Family spirit, supporting the university's arts and nationally recognized NCAA Division-III level championship athletics. As a proud institution of access, more than 10 percent of undergraduate students use the acclaimed

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