The College of Arts and Human Sciences is recruiting for an Administrative Assistant II (AD002) - Program Associate. This position is a nine-month with limited summer hours position.
Official UW Title (Code) / Job Description: Administrative Assistant II (AD002)
QUALIFICATIONS
Minimum / Required
Two-year associate degree or higher and/or two years or more of work experience.
Demonstrated proficiency in computer skills, including Microsoft Office (Excel, Outlook, and Word).
Excellent communication skills (both verbal and written).
Excellent attention to detail, proofreading, editing and organizational skills.
Excellent interpersonal and customer service skills.
Ability to work independently and as part of a team environment and on collaborative efforts.
Excellent judgment including sensitivity to personal and confidential information.
Highly Desired/Preferred
Two years or more experience working in a higher education setting.
Experience with student recruitment, marketing, data collection and management.
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.
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
Model professionalism in the workplace (e.g., attendance, punctuality, accountability, thoroughness, resourcefulness).
Participate as a team member with the College team, other university program associates, and other School or Department personnel.
Interact positively with both internal and external customers projecting a positive, supportive, and professional atmosphere.
RESPONSIBILITIES
95% A. Academic program support for programs as assigned in the Teaching, Learning & Leadership Department.
Support programs by providing information to program directors, department chairpersons, administrative staff, faculty, staff, and prospective students, resolving issues and coordinating activities.
Use appropriate software and campus systems (i.e., Excel Peoplesoft, Access Stout, UWBI, and EAB Navigate) to obtain student information for program directors.
Assist with the assignment of student advisors and coordinate advising strategies with program directors.
Assist program directors in development and maintenance of marketing materials, including the program website.
Assist program directors to schedule and coordinate advisement day activities, including organizing and providing current materials and information.
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 ls office as needed.
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.
Assist program directors with calendar management and scheduling of advising appointments.
Attend on campus recruitment events to promote CAHS programs.
Collaborate with on campus student-support offices to facilitate communication between programs and student services.
Prepare informational packets for visiting students and parents as needed.
Protect the privacy of educational records following FERPA policies and procedures.
5% B. Miscellaneous
Attend professional development meetings, workshops, and classes to enhance job performance as appropriate.
Assist with College supported conferences, seminars, workshops, colloquiums, employer visits to classes, and other events as needed.
Additional duties as necessary (assigned by college administration)
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.
APPLICATION INSTRUCTIONS
Complete applications received by end of day, March 25, 2025 are ensured full consideration. Applications submitted after March 25th 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: Matt Simoneau
Phone: 715-232-1600
Email: simoneaum@uwstout.edu
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:
Search Coordinator: Mark Stone
Phone: 715-232-1622
Email: stonema@uwstout.edu
ADDITIONAL INFORMATION
Minimum starting salary of $17.50, commensurate with qualifications, experience and available budget. 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
