Program Associate - .80 FTE
The College of Science, Technology, Engineering, Mathematics and Management is seeking applications for a 80% Program Associate.
Official UW Title: Administrative Assistant II
QUALIFICATIONS
Minimum / Required
Two-year Associate Degree and/or higher degree
Excellent verbal and written communication skills.
Excellent judgment including sensitivity to personal and confidential information.
Excellent interpersonal, and customer service skills.
Working knowledge of computer hardware and standard business software programs (e.g. word processing, spreadsheets, database) and the Internet.
Have the ability to delegate and prioritize work.
Attention to detail, proofreading and editing skills.
Good work habits, such as attendance, punctuality, accountability, thoroughness and resourcefulness.
Work independently and as part of a team environment and on collaborative efforts.
Highly Desired/Preferred
Experience in a higher education environment.
Related working experience
Knowledge of student database systems.
Ability to lead, assist and direct others in and outside of the department
Experience with Excel, Peoplesoft, Access Stout, UWBI, and Contact Manage and other related software to query and provide data for program directors.
RESPONSIBILITIES
95% A. Academic program support for programs in the College of Science, Technology, Engineering, Mathematics and Management
- Assist program directors by providing information to program directors, department chairpersons, administrative staff, faculty, students, off-campus representatives, parents and prospective students, resolving issues and coordinating activities.
- Use appropriate software and campus systems (i.e., Excel, Peoplesoft, Access Stout, UWBI, and Contact Manager ¿) to obtain student data as requested and update student information for program directors.
- Assign student advisors and coordinate advising strategies with program directors.
- Assist program directors in development and maintenance of marketing materials.
- Assist program directors to schedule and coordinate advisement day activities, including organizing and providing current materials and information.
- Reserve and set up display booth/materials for events (i.e., campus preview days, new student orientation, conferences, and workshops) as needed.
- Assist program directors to hire and supervise student workers as needed.
- Work with program director 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.
- Assist program directors in logistical preparations for Advisory Committee meetings (managing agendas, minutes, room reservations, food arrangements, parking passes, etc.), follow-up and other details as needed.
- Assist program directors with calendar management and scheduling of advising appointments.
- Provide packets for visiting students and parents as needed.
- Assist associate dean to coordinate program management.
- Assist program directors with communication with service offices on campus.
- Assist program directors, faculty, and associate dean with accreditation (editing documents, ordering supplies, arranging accreditation team visits, etc.)
- Order supplies and materials following campus purchasing policies and procedures. Coordinate with appropriate academic department associate or budget manager regarding funding.
- Assist program directors with coordination of co-ops/internships for students.
- Protect the privacy of educational records following FERPA policies and procedures.
- Attend professional meetings, workshops, and classes to enhance job performance as appropriate.
- Assist with CSTEMM supported conferences, seminars, workshops, colloquiums, employer visits to classes, and other events as needed.
- Additional duties as necessary (assigned by college administration)
APPLICATION INSTRUCTIONS
Complete applications received by end of day, December 15, 2024 are ensured full consideration. Applications submitted after December 15th may be reviewed at the discretion of the search committee or until position is filled.
To apply, click on the APPLY button or go to: https://www.uwstout.edu/about-us/careers-jobs
Required application materials:
- Cover letter (* See below)
- Resume
All final candidates will be asked to provide names, email contact information, and/or phone numbers for three (3) references, with at least one being from a manager or supervisor, during the interview process.¿¿
*Please use your cover letter to speak to each of the Minimum/Required Qualifications for this position as listed above. For each required qualification, describe your relevant experience, using specific examples from your work history to illustrate how your experience satisfies the requirement.
Applicants must complete all required fields and attach all required documents prior to submitting the online application.
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 questions regarding this position or recruitment, please contact:
Search Chair: David Ding
Email: dingx@uwstout.edu
Phone: 715-232-1195
If you need assistance with the online application process or if you submitted your application prior to uploading all the required application materials, please contact:
Alexandra Bates
Email: batesa@uwstout.edu
ADDITIONAL INFORMATION
The normal work schedule for this position is 8:00 a.m. to 4:30 p.m., Monday to Friday during the academic year with limited hours in the summer.
Minimum starting salary of $17.50, commensurate with qualifications and experience. A six-month probationary period is required. The Universities of Wisconsin provides an excellent benefits package including participation in the Wisconsin State retirement plan, demonstrating our commitment to the diverse needs of our employees. UW-Stout is certified as a Family Friendly Workplace which recognizes market-leading employers for employee benefits and commitment to supporting children and families.
- Benefit Details: https://www.wisconsin.edu/ohrwd/benefits/download/quickguideus.pdf
- To calculate the estimated value of your total compensation, use the Health & Retirement Contributions Estimator | Employee Benefits (wisconsin.edu)
UW-Stout is committed to nondiscrimination in its employment practices and to equal employment opportunity for all persons and does not discriminate against, harass or retaliate on the basis of race, color, creed, religion, age, sex (as defined in state and federal law), sexual orientation, national origin, ancestry, disability, pregnancy, marital or parental status, genetic information, arrest record, conviction record, military service, veteran status, use or nonuse of lawful products off the employer's premises during non-working hours, political affiliation, declining to attend a meeting or participate in any communication about religious matters or political matters, honesty testing, or any other category protected by law.
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. 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 and being cleared to work by the Human Resources Office. Employment is also contingent upon the final candidate passing reference checks and an essential job function test, as applicable. The reference check process includes asking the final candidate and most recent supervisor(s) questions regarding sexual violence and sexual harassment. Final candidates with previous employment within the Universities of Wisconsin and State of WI agencies will be subject to additional reference checks.
Official transcripts required at time of hire.
The University of Wisconsin-Stout does not offer H-1B or other work authorization visa sponsorship 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 for maintaining 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 Universities of Wisconsin 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
INSTITUTIONAL OVERVIEW
University of Wisconsin-Stout, Wisconsin's Polytechnic University, offers an unmatched career-focused education that combines applied learning, theory and research with real-world experience that prepares tomorrow's leaders to drive the future of business and industry. At UW-Stout, our students do more than earn a degree--they do on day one. And we are #StoutProud to produce lifelong learners, ethical leaders and responsible citizens who succeed in a global society.
UW-Stout is recognized nationwide for its operational excellence. We were the first and remain the only full four-year public higher education institution in the nation to receive the Malcolm Baldrige Award, and we are dedicated to a process-improvement model that leverages the power of data and the value of our people. We believe in critical thinking and fact-informed decision making. We pursue sustainability in form and function and collaborate across campus and with our partners to solve problems in industry and society. And providing an equitable, diverse and inclusive environment for our faculty, staff and students to live, learn and work is a top priority.
We offer 50+ undergraduate degrees, 20+ graduate degrees and 30+ professional certificates in Art, Design & Graphics; Business & Management; Education; Human & Social Sciences; Information Technology & Communications; and Science, Engineering & Math. Our first-class digital infrastructure and learning environments provide our nearly 7,000 students with every avenue to explore and personalize their success. As the only laptop+ campus among the 13 Universities of Wisconsin, UW-Stout provides laptops and industry-standard software, open education resources and other technology-driven advantages all included in on-campus undergraduate tuition and fees. And we invest in people who share our vision to advance our position as Wisconsin's only Polytechnic University and as a regional, national and international leader in higher education.
Be a part of the future at UW-Stout. Learn more at https://www.uwstout.edu/about-us
University of Wisconsin-Stout is located in Menomonie, Wisconsin, a community an hour east of Minneapolis-St. Paul. A pillar of Wisconsin's Chippewa Valley and recognized as one of the best small towns in America, Menomonie provides an idyllic combination of natural beauty, outdoor recreation, boutiques and arts and culture with access to a metropolitan area. For more information about the UW-Stout community and region visit: https://www.uwstout.edu/about-us/our-community
Job Family: Staff
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