Job Description

Job ID
UW Stout;Menomonie, WI
Full/Part Time


UW JOB TITLE: University Services Associate II

DEPARTMENT: University Advancement



SALARY: $14.25/hour; negotiable based on experience and available budget

Position Summary

The University Advancement office currently has an Administrative Assistant position vacancy. This position reports to the Vice Chancellor of Advancement and Alumni Relations and provides administrative support to the Vice Chancellor as well as other staff members of the Advancement office. The work schedule for this position is Monday through Friday, 8:00 a.m. to 4:30 p.m. This person would oversee a wide variety of activities that require a significant degree of independent thinking, decision making and action under general supervision. The primary responsibilities of this position include, but are not limited to the following as stated below:


40% A. Administrative Assistant to the Vice Chancellor for Advancement and Alumni Relations:

  1. Maintain Vice Chancellor’s calendar.
  2. Provide administrative assistance to Vice Chancellor in preparing and sending correspondence, documents, and reports.
  3. Secure appropriate copies of outgoing documents and maintain files.
  4. Provide research, reports and other information for the Vice Chancellor as directed.
  5. Make travel arrangements for Vice Chancellor.
  6. Assist Vice Chancellor and Human Resources, as needed, with staff recruitment. TAM coordinator.
  7. Work with Vice Chancellor to schedule monthly staff meetings, create agendas and record and follow-up on the meeting action items.
  8. Assist in preparing PowerPoint presentations and other presentation media for University Advancement as needed.

25% B. Office Support:

  1. Open, sort, and distribute mail, daily.
  2. Maintain central office, personnel and donor filing systems.
  3. Maintain Foundation office calendar to assist in determining work schedules, vacations, and personal holidays to ensure office and phone coverage.
  4. Responsible for phone coverage; primary point of contact for incoming calls on the mainline.
  5. Schedule use of and maintain a calendar of events at the Louis Smith Tainter (LST) House.
  6. Coordinate maintenance of the LST House through the campus Physical Plant.
  7. Maintain inventory of office supplies and equipment and place new orders when necessary.
  8. Interact with associates in a professional manner and promote a collegial team atmosphere.

15% C. Foundation Board of Directors support:

  1. Reserve meeting rooms, order food, order equipment, coordinate parking, organize hotel block, assist with new Board member orientation, and other items as necessary regarding regularly scheduled meetings. Maintain the meeting preparation checklist and other duties as needed.
  2. Maintain records of all materials related to Board meetings; full Board meeting minutes, policies, bylaws, reports, and select committee minutes, etc. in both digital and paper format.
  3. Prepare and distribute meeting agendas and materials for Foundation Board members as needed prior to meetings. Post all necessary documents to Board website on regular basis.
  4. Attend Board meetings and take the official minutes and send to Board Secretary for review.
  5. Distribute other information to Board members as requested and manage Board voting via email, when necessary.
  6. Regularly update Board of Director information on official roster, website listing, email distribution list and committee membership rosters.
  7. Work with Database Manager to keep member information and constituent records current in Raiser’s Edge, and maintain Board member terms, officers, and the tenure history spreadsheet, as well as Board member prospect spreadsheet for Membership Committee.

10% D. Assist University Advancement Staff, Development Officers & Core-Campaign Team:

  1. Work with Vice Chancellor of Advancement, Development Team and campaign leaders to arrange meetings and engagement opportunities with donors on-and-off campus. Such meetings include multiple campus representatives, coordinating campus tours, and preparing and organizing all necessary information to ensure objectives of meetings are met.
  2. Perform other duties as needed to fulfill campaign goals, ensure benefactors and stakeholders are met with the highest level of customer satisfaction to all internal and external partners of UW-Stout and interact with associates in a professional manner.
  3. Work with the Development Officers doing research, planning of donor visits, mailings to potential donors.

10% E. Miscellaneous:

  1. Obtain new phone, e-mail, and postal address information when speaking with alumni on the phone or updates from mail or post office, Phonathon records, daily email, newspapers, or internet sources, and forward information to the appropriate office personnel.
  2. Monitor upcoming events and activities and can disseminate information to callers, take registration for events in Raiser’s Edge, and forward registration information to the appropriate office personnel.
  3. Assist co-workers with high priority and time sensitive projects as needed or directed.
  4. Help promote a productive and positive team atmosphere.
  5. Other duties as assigned.



* Demonstrated 2 years applicable office experience.

* High School Diploma or equivalent.

* Must be proficient in Microsoft Outlook, Word, Excel, PowerPoint, database systems and have a working

knowledge of desktop hardware and standard office equipment.

* Attention to detail with a high level of accuracy, proofreading and editing skills.

* Excellent verbal and written communication skills.


* Bachelor's Degree or Associate Degree.

* Completion of computer courses from an accredited institution.

* Prior experience in non-profit organization.

* Experience in a higher education environment.


The University of Wisconsin-Stout offers a rich, dynamic and collaborative environment in which to work and grow. A member of the University of Wisconsin system, UW-Stout is unique within the system--it is named after its founder, James Huff Stout, and holds the distinction of being Wisconsin’s Polytechnic University, a designation which highlights our combination of applied learning, real-world experiences and a solid liberal arts foundation.

UW-Stout offers 48 undergraduate and 26 graduate degrees, including two terminal degrees. Student enrollment is just over 9,500.

UW-Stout faculty enjoy opportunities for cross-disciplinary collaboration, state-of-the-art facilities, and a modern digital environment. UW-Stout values innovative approaches to solving problems in society and industry, and faculty are encouraged to maintain strong ties and seek collaborative projects within their disciplines and industries.

All students are issued laptops. Faculty use the university’s online course delivery system and must be available for online interactions and/or alternate time frames for teaching. Faculty members teach, advise students, conduct research, assess student learning and engage in service activities.

Menomonie, Wisconsin, is a town of 16,000 located in the beautiful Chippewa River Valley, 25 miles west of Eau Claire and 60 miles east of the Twin Cities of Minneapolis and Saint Paul.

More information about the UW-Stout community and region:

Facts and data about the university:


The normal work schedule for this position is 8:00 a.m. to 4:30 p.m., Monday through Friday.

The minimum starting salary is $14.25 per hour. The hourly rate for this position is negotiable based on experience and available budget. A six-month probation is required. The UW System provides an excellent benefits package including participation in the Wisconsin State Retirement Plan. Benefit details can be found at:

As an equal employment opportunity and affirmative action employer, UW-Stout is committed to inclusive excellence and is actively seeking applications from individuals from diverse groups; veterans and individuals with disabilities.

In compliance with the Wisconsin Fair Employment Act, employment will be contingent upon a criminal background check and authorization to work within the United States as required by the Immigration Reform and Control Act of 1986.

An offer of employment is contingent upon the final candidate passing a criminal background check and a reference check process. The reference check process includes asking the final candidate and most recent supervisor questions regarding sexual violence and sexual harassment. Final candidates with previous employment within the UW System and State of WI agencies will be subject to additional reference checks.

In response to a public records request, the University of Wisconsin System 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).

For campus safety information and crime statistics visit:


Screening of applications will begin 6/26/2019 and may continue until the position is filled. To ensure consideration, complete applications must be submitted by 11:59 p.m. on 6/25/2019

Your online application will not be considered complete until all required documents are attached and all required fields are completed. Note: Once you have attached your materials and submitted your application you will not be able to go into the system and change them.

Please be sure you have included the following documents:

- Cover letter specifically addressing how you meet the minimum and preferred qualifications

- Current resume

- Names and contact information for a minimum of three professional work references


Frequently asked questions (FAQs) about our online application system are available via:

If you have application questions, contact:

Search Coordinator: Cindy Hangartner

Phone: 715-232-1320


Job Family: Staff