Current Employees: If you are currently employed at any of the Universities of Wisconsin, log in to Workday to apply through the internal application process.

Position Title:

Department Assistant - Psychology

Job Category:

University Staff

Employment Type:

Regular

Job Profile:

Department Assistant

Job Duties:

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%)

Key Job Responsibilities:

• 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. UW-Whitewater is not an e-verify employer, therefore STEM extensions are not options for work authorizatio

CAMPUS INFORMATION:

ORGANIZATION INFORMATION:

The University of Wisconsin-Whitewater is part of the 13-campus Universities of Wisconsin (https://www.wisconsin.edu). 
 
Wisconsin Statute 19.36(7)(b) provides that applicants may indicate in writing that their identity should be kept confidential. In response to a public records request, the University will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful final candidate will be released. See Wisconsin Statute 19.36(7)(a). 
 
Per Regent Policy Document 20-19, University of Wisconsin System Criminal Background Check Policy and Universities of Wisconsin Administrative Policy 1275 Recruitment Policies, UW-Whitewater requires criminal background checks as a contingency to employment. A criminal background check will be conducted prior to an offer of employment. All final candidates must be asked, prior to hire, whether they have been found to have engaged in, are currently under investigation for, or left employment during an active investigation in which they were accused of sexual violence or sexual harassment. When obtaining employment reference checks, these same sexual violence or sexual harassment questions must also be asked. 
 
The University of Wisconsin-Whitewater requires that all employees be active participants in following applicable safety rules and regulations including necessary training and drills. 
 
For UW-Whitewater Campus safety information and crime statistics/annual Security Report, see  Annual Security and Fire Safety Report if you would like a paper copy of the report please contact the UW-Whitewater Police at 262-472-4660.

EEO STATEMENT:

Qualified applicants will receive consideration for employment without regard to color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, status as a protected veteran, or other bases as defined by federal regulations 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.