Program Associate (2 Positions)

Administrative Assistant II - Program Associate (2 positions)

The College of Arts and Human Sciences is recruiting for 2, Administrative Assistant II (AD002) - Program Associates. These positions can be either twelve-month or academic year (nine-month with limited summer hours) positions, depending on the preferences of the candidates hired.  Program Associates provide administrative support for program directors who lead the education programs.

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES

95% A. Academic program support for programs as assigned in the Teaching, Learning & Leadership Department; the Kinesiology, Health, Food and Nutritional Science Department; and the Counseling, Rehabilitation and Human Services Department.

1.    Support programs by providing information to program directors, department chairpersons, administrative staff, faculty, students, off-campus representatives, parents, and prospective students, resolving issues and coordinating activities.

2.    Use appropriate software and campus systems (i.e., Excel Peoplesoft, Access Stout, UWBI, and EAB Navigate) to obtain student data as requested and update student information for program directors.

3.    Assist with the assignment of student advisors and coordinate advising strategies with program directors.

4.    Assist program directors in development and maintenance of marketing materials, including the program website.

5.    Assist program directors to schedule and coordinate advisement day activities, including organizing and providing current materials and information.

6.    Work with program directors to update and maintain program advisory committee membership, including addresses and email lists and provide advisory committee membership to the Vice Chancellor¿s office as needed.

7.    Assist program directors in logistical preparations for event planning and/or meetings (managing agendas, minutes, room reservations, food arrangements, parking passes, etc.), follow-up and other details as needed.

8.    Assist program directors with calendar management and scheduling of advising appointments. 

9.    Attend on campus recruitment events to promote CAHS programs.

10. Collaborate with on campus student-support offices to facilitate communication between programs and student services.

11. Prepare informational packets for visiting students and parents as needed.

12. Protect the privacy of educational records following FERPA policies and procedures.

5% B. Miscellaneous

1.    Attend professional development meetings, workshops, and classes to enhance job performance as appropriate.

2.    Assist with College supported conferences, seminars, workshops, colloquiums, employer visits to classes, and other events as needed.

3.    Additional duties as necessary (assigned by college administration).

QUALIFICATIONS

Minimum

1.    Two-year associate degree or higher and/or two years or more of work experience.

2.    Demonstrated proficiency in computer skills, including Microsoft Office (Excel, Outlook, and Word).

3.    Excellent communication skills (both verbal and written).

4.    Excellent attention to detail, proofreading, editing and organizational skills.

5.    Excellent interpersonal and customer service skills.

6.    Ability to work independently and as part of a team environment and on collaborative efforts.

7.    Excellent judgment including sensitivity to personal and confidential information.

Preferred

1.    Two years or more experience working in a higher education setting.

2.    Experience with student recruitment, marketing, data collection and management.

3.    Experience with student database systems (e.g., Access Stout, UWBI), survey tools (e.g., Qualtrics) and other related software to query and provide data for stakeholders.

4.    Demonstrated commitment to the core value of inclusion.

Other Desired Knowledge/Skills and Abilities

Working knowledge of software programs and the Internet.

Ability to lead, assist and direct others in and outside of the department.

Takes initiative to problem solve and prioritize tasks.

Dispositions

1.    Model professionalism in the workplace (e.g., attendance, punctuality, accountability, thoroughness, resourcefulness).

2.    Participate as a team member with the College team, other university program associates, and other School or Department personnel.

3.    Interact positively with both internal and external customers projecting a positive, supportive, and professional atmosphere.

PHYSICAL DEMANDS

While performing the duties of this position, the employee must have a) the mobility to work in a standard office setting and to use standard office equipment, b) hearing and speech to converse in person and over the telephone and c) vision to read printed materials and a computer screen.

Accommodation may be made for some of these physical demands for otherwise qualified individuals who require and request such accommodation.

ADDITIONAL INFORMATION

For information about the UW-Stout community and region visit: https://www.uwstout.edu/about-us/our-community. 

Facts and data about the university:  https://www.uwstout.edu/about-us/meet-our-leadership/institutional-accreditation/fact-book

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

The minimum starting salary is $18.00/hour. The hourly rate for this position is 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 to qualified applicants.

-       Benefit Details:  https://www.wisconsin.edu/ohrwd/benefits/download/quickguideus.pdf

-       Total Compensation Estimator: https://www.wisconsin.edu/ohrwd/benefits/totalcomp/

As an equal employment opportunity and affirmative action employer, UW-Stout welcomes applications from individuals from diverse groups; veterans, individuals with disabilities and from historically excluded populations. UW-Stout provides equal opportunity to all persons and is committed to inclusive excellence. At UW-Stout we value our differences and welcome diverse perspectives as we continually commit to developing an inclusive and equitable environment for all employees and students.

Employment is contingent upon the final candidate's completing a criminal background check, reference checks and an essential job function test, as applicable. and being cleared to work by the Human Resources Office.

Official transcripts required at time of hire.

Must be authorized to work in the United States. Sponsorship is not available 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 maintain work authorization throughout the employment term. If you have questions regarding this, please contact our Human Resources office, Phone: 715.232.2149. 

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).

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

APPLICATION INSTRUCTIONS

Screening of applications will begin August 14, 2023, and may continue until the position is filled. To ensure consideration, complete applications must be submitted by 11:59 p.m. on August 13, 2023.

Required application materials:

1. Cover Letter*
2. Resume
3. Names and contact information for a minimum of three (3) professional references 

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

Note: Once you have attached your materials and submitted your application you will not be able to go into the system and change them.

Before starting the online application process, we recommend you preview the frequently asked questions (FAQs) available at: https://kb.uwss.wisconsin.edu/21900.

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.

For question regarding this position, or your application please contact:

Search Chair: Urs Haltinner

Email: haltinneru@uwstout.edu

Phone: 715-232-1493

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

Search Coordinator: Bethany Biederman

Email: biedermanb@uwstout.edu, Phone: 715-232-1410

Job Family: Staff