Job Description

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


JOB TITLE: Operations Program Associate




SALARY: $16.00 per hour


This position provides direct support to the Eligibility and Order of Selection unit within Stout Vocational Rehabilitation Institute (SVRI). This position has primary responsibility for coordinating case development activities necessary to meet deadlines established by federal and state laws related to determining eligibility for public vocational rehabilitation services. The position will also develop and design systems to track referrals and provide reports and updates as required to assist with service management and improvement. In addition, this position works closely with SVRI administrative support positions, other University department staff, and external professionals to ensure the smooth and efficient operation of the Institute.

This position will work 40 hours a week, 8 hours a day, 5 days a week. Normal working shift is Monday to Friday.

Data Collection (35%)

  • Collects and transfers data, creates reports in Salesforce to track case file development
  • Contacts health care providers in order to obtain documentation in the form of records
  • Works closely with the program manager to monitor staff caseloads, ensure prompt response to referrals, and address any problems that require timely resolution
  • Knowledgeable of the case file development process
  • Ensures the scheduling process continues uninterrupted
  • Monitors the “big picture” for unit needs; identifies policy and procedure changes that are necessary, and makes recommendations to the Program Manager.
  • Works to maintain and improve the consumer database for the unit; assists administrative staff with developing queries and resolving database issues

Billing and Recordkeeping (35%)

  • Coordinates billing procedures for fee-for-service activities within the Eligibility Determination unit of SVRI. Prepares invoices, documents payments, monitors past due accounts, and generates correspondence to collect past due payments.
  • Monitors compliance with the policies related to information security, records maintenance, and other procedural requirements for the unit.
  • Serves as liaison with administrative professionals from participating Division of Vocational Rehabilitation (DVR) offices; maintains open communication to identify and resolve areas of concern.
  • Works to maintain and improve the unit’s consumer database, DVR portal, Salesforce and resolves issues.
  • Creates reports in Salesforce to assist with the management of eligibility unit caseloads.

Program Support (25%)

  • Completes department requisitions, work orders, and other internal forms.
  • Maintains confidential information relating to consumers, students, and staff.
  • Operates the following office machines to carry out above listed duties: computer, fax machine, multi-line phone system, and photocopier.
  • Provides general administrative assistance to Program Manager.
  • Provides technology support to the case facilitators and Program Manager.
  • Runs errands, picks up and/or delivers materials, mail, etc. at various campus offices.

Miscellaneous (5%)

  • Promotes a culture of respect and civility.
  • Models civil communication and interaction.
  • Supports a culture of collegiality and citizenship.
  • Models professional standards of behavior with students and colleagues.



  • Ability to communicate effectively in written and verbal formats.
  • Demonstrated proficiency in Microsoft Office.
  • Experience with providing customer service via telephone.
  • Demonstrated attention to detail.
  • Experience working with Department of Vocational Rehabilitation.


  • Ability to work effectively in a team environment.
  • Post-secondary education.
  • Experience working with individuals who have disabilities.
  • Ability to relate to diverse populations (ethnic, cultural, social).
  • Demonstrated proficiency in Salesforce and IRIS.


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 minimum starting salary is $16.00 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.

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 11/6/2018 and may continue until the position is filled. To ensure consideration, complete applications must be submitted by 11:59 p.m. on 11/5/2018.

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:

Bethany Biederman

Phone: 715-232-1410


Job Family: Staff