University Services Program Associate * Revised screening date
DEPARTMENT: TRIO Student Support Services and Fostering Success
APPOINTMENT PERCENTAGE (FTE): 1.0 FTE, 100% appointment
ANTICIPATED START DATE: January 2021
SALARY: Minimum starting salary is $17.00/hr
The mission of TRIO Student Support Services (SSS) is to increase the retention and graduation rates of first-generation students, students who meet federal low-income criteria, and students with disabilities at UW-Stout. Funded by federal TRIO grants, SSS provides supplemental academic support and services for its 430 student participants. “TRIO” refers to the three original programs that were funded under Title IV of the Higher Education Act: Upward Bound, Educational Talent Search, and Special Services (later named Student Support Services). They were the first national college access and retention programs to address the serious social and cultural barriers to education in America.
This position provides comprehensive administrative support to the Director of TRIO Student Support Services, Classic and Disability federal grants and the Fostering Success program. Skillful management of multiple priorities and funding strings is crucial. The person in this position functions under minimal supervision and exercises significant independent judgment in a high-demand office. The Grant Director supervises this position.
40%. A. Administrative Support to the Grant Director
A.1 Implements office policies and procedures established by the Dean of Students, Associate Dean of Equity, Diversity and Inclusion, and the Grant Director following state, federal, and UW-Stout and UW- Stout Foundation guidelines.
A.2 Demonstrates knowledge in and understands federal guidelines for Student Support Services (SSS) Grants.
A.3 Uses discretionary judgment in handling sensitive and confidential matters including personnel issues, maintains and files correspondence of highly confidential nature (including matters that relate to possible legal and/or disciplinary action, salary recommendations, promotions/contract renewals/non-renewals).
A.4 Assesses issues and directs callers of visitors to the appropriate staff or office. In the absence of the Director, assesses requests for action and determines appropriate responses, including scheduling an appointment of making a referral if necessary.
A.5 Maintains schedule of all standing meetings for Grant Director; prepares materials as needed. Notifies appropriate personnel of deadlines and appointments.
A.6 Schedules standing meetings and other meetings chaired by the Director. Prepares/distributes notices, agendas, and materials.
A.7 Schedules all appointments; provides Director with related information.
A.8 Responds to external and internal stakeholders, officials, and agencies requesting assistance or making information requests.
A.9 Assists in verifying student eligibility each year determining if students are a member of the following groups: first generation, low income, of students with disabilities.
A.10 Manages detail work to assist with efficiency and organization of the Grant Director
A.11 Assists Grant Director and staff in planning, coordinating, and attendance at programmatic events.
A.12 Develops marketing materials for grant requirements and university standards.
A.13 Verifies Time and Effort reports of federally funded personnel and Student Support Services grant programs for final approval by Grant Director.
25% B. Office Management
B.1 Coordinates grant funded Peer Mentor program which provides services for all students served by two federally funded grants. Coordinates WorkStudy funded positions for Fostering Success.
B.2 Supervises student workers and Peer Mentors
-Completes on-boarding/new hire paperwork and trains student workers
- Provides on-going professional development and supervision for team of Peer Mentors/front office student staff.
-Ensures student staff coverage of front desk and Peer Mentor events, tracks timesheets and records approvals for student workers
-Utilizes CONNECT and social media for SSS-Student communication
B.3 Manages and maintains confidential records, pulls UWBI lists of eligible students using SSS Query, Coordinates SSS Indicator in Access Stout for new students.
B.4 Manages correspondence and other communication for the Grant Director
-Screens according to importance or urgency
-Utilizes independent judgment, routes most complex items or correspondence to the Grant Director with annotations and/or previous correspondence/appropriate information to assist in response
-Researches requests for action by the Grant Director.
-Composes correspondence on behalf of the Grant Director as requested.
B.5 Assists staff with coordination of teaching schedules.
B.6 Reviews documents to assure readiness for the Grant Director’s signature. Processes/distributes documents.
B.7 Supervises travel arrangements and reservations assuring that all forms are prepared and processed. Interprets travel regulations to assure compliance on prepared Travel Expense Reports.
B.8 Coordinates updating the campus directory for offices under the Grant Director.
B.9 Collects yearly employee evaluation forms and forwards to Human Resources Department.
B.10 Collects and routes leave reports for academic staff.
20% C. Budget Management
C.1 Reconciles federal grant budgets and Fostering Success budgets using Foundation reports and WISDM.
C.2 Projects encumbrances to be expended by the end of the project year.
C.3 Verifies expenditures and accounting postings to determine accuracy and appropriateness on a timely basis.
C.4 Contacts appropriate personnel in Human Resources, the Business Office, Research Services, and ASA Accountant to resolve budget and personnel issues.
C.5 Provides accurate and timely reports to appropriate personnel.
C.6 Supervises office purchases; prepares and processes requisitions for services, supplies, and permanent property. Records and reconciles purchase statements. Ensures adequate storage of office supplies.
C.7 Reconciles procurement card purchases providing appropriate backup.
10% D. Data Management Technical Support
D.1 Data lead for Student Support Services producing data for UW System, US Federal Government, and UW-Stout. Works with personnel in PARQ as necessary.
D.2 Provides support to office staff utilizing Blumen software system designed for Federal TRIO Annual Performance Reporting.
D.3 Utilizes RSD/Data Warehouse, Microsoft Office Suite, UWBI, Connect, WISDM, Peoplesoft, Access Stout, Blumen software system, Adobe Illustrator, My UW (for student worker timesheets and approvals).
5%. E. Other Duties as Assigned
- High school diploma
- Minimum two years of experience working in a clerical-related setting
- Professional or personal experience overcoming barriers similar to those confronting students in the Student Support Services program
- Strong organizational and administrative skills.
- Ability to work independently and as part of a team.
- Excellent written and oral communication skills.
- Demonstrated ability to simultaneously work on numerous projects.
- Working knowledge of Microsoft Office Suite
- Intercultural experiences with individuals who have overcome educational barriers related to first-generation college students, students who meet low-income criteria or students with disabilities
- Knowledge of and ability to interpret federal, state, and university rules and regulations.
- Working knowledge of relational databases, UWBI, PeopleSoft, Blumen, My UW, and Connect software.
- Ability to communicate with all university stakeholders.
- More than one-year experience in a clerical related position in higher education, higher education, public agency, or non-profit.
- More than one-year budget management experience in higher education, public agency, or non-profit.
Make a difference and join the TRIO Nation! TRIO programs are nationally recognized as exemplary college access programs. Being a part of TRIO means that you have joined a national program born out of the Civil Rights movement as part of the Higher Education Act of 1968 for the purpose of improving the retention and graduation rates of the students we serve: https://www2.ed.gov/about/offices/list/ope/trio/triohistory.html
UW-Stout is committed to fostering equity of experience and opportunity to ensure student success and has been a host institution for the TRIO SSS program for 35 years. TRIO SSS is funded through two 5-year competitive grant from the U.S. Department of Education to support up to 430 eligible students.
Fostering Success began in 2014 and is the first program of its kind in the UW-System. The program goals are to support Stout students with previous foster care, out of home care, and homelessness experiences and increase the retention, good academic standing and graduation rates of participants. Fostering Success also runs a summer camp for high school students currently in foster care. https://www.uwstout.edu/life-stout/student-services/diversity/fostering-success
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: 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 Monday to Friday, 8:00 a.m. to 4:30 p.m. with occasional evenings and weekends to support student programming.
The minimum starting salary is $17.00per 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 can be found at: https://www.wisconsin.edu/ohrwd/benefits/download/summaries/Univ-staff.pdf.
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.
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.
A successful candidate must have 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 12/7/2020 and may continue until the position is filled. To ensure consideration, complete applications must be submitted by 11:59 p.m. on 12/6/2020.
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
*Please note your cover letter and resume must specifically address and include evidence of how you meet the qualifications of the position.
It is the policy of UW-Stout to provide reasonable accommodations 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 accommodations for a qualified individual's disability.
Frequently asked questions (FAQs) about our online application system are available via:
For question regarding this position or recruitment, please contact:
Search Chair: Hannah Lammer
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: Darci Ward
Job Family: Staff
The University of Wisconsin System is engaged in a Title and Total Compensation (TTC) project to redesign job titles and compensation structures. As a result of the TTC project, official job titles on current job postings may change in Spring 2021. Job duties and responsibilities will remain the same. For more information please visit: https://www.wisconsin.edu/ohrwd/title-and-total-compensation-study/