Center for Excellence in Teaching and Learning: Administrative Assistant III/Prog & Operations Mgr

University of Wisconsin Stout•Eau Claire, WI

3d•$20

About The Position

One full-time (1.0 FTE – 40 hours per week) university staff position is available in the Center for Excellence in Teaching and Learning with an estimated start date of March 2, 2026, or as soon as possible . The official title of this position is Administrative Assistant III with a working title of Program and Operations Manager (AD003 salary grade 18) . This is an assignment expected to continue that requires a six-month probationary period. The expected hourly hiring salary will be $20/hour. Full UW-System benefits apply. This position reports to the Director of the Center for Excellence in Teaching and Learning. The position's working hours are 7:45 am - 4:30 pm. The Program and Operations Manager serves as a critical strategic partner in advancing the mission of the Center for Excellence in Teaching and Learning (CETL). This position provides leadership in administrative systems, program management, and technology integration to ensure the successful delivery of high-impact instructor professional development initiatives and support. The manager oversees day-to-day office operations, optimizes workflows, and drives continuous improvement in processes supporting ongoing programming development.

Requirements

Knowledge, skills, and ability to create and maintain organizational systems related to record keeping and work processes.
Effective interpersonal and written/oral communication skills to interact professionally with diverse groups and individuals, both on and off-campus, using a customer-service mindset.
Strong analytical skills and efficient problem-solving skills, while being adaptable in different situations.
Experience managing unit budget plans with timely financial reporting.
Strong attention to detail and ability to track details through designated time periods.
Ability to work independently and prioritize tasks with limited guidance from a supervisor.
Operational knowledge of Microsoft Office: Excel, Word, PowerPoint, and the ability to learn new software.
Be able to lift 20 lbs. for occasional furniture arrangement.

Nice To Haves

Operational knowledge of Microsoft Teams and SharePoint and the ability to learn new software.
Supervisory experience managing and delegating tasks.
Prior experience with additional computer systems including various database experience, financial management (Workday), survey creation tools (Qualtrics), eform solution (BPLogix) Student Information System (My Blugold CampS), workshop registration application (Workday Learning), and Learning Management System (Canvas).
Familiarity with UW-Eau Claire or other UW System campus administrative procedures.

Responsibilities

Partner with the CETL Director and the Associate Director to coordinate and execute faculty development programs that advance institutional teaching and learning priorities.
Serve as super user and tech lead for Workday Learning for program creation, program management, and offering registration; overseeing troubleshooting, testing, and updates about system enhancements.
Manage all program logistics, including scheduling, speaker engagement, contract administration, material preparation, and coordinating on-site support through facilities, IT technology, catering services, and travel arrangements.
Create and execute marketing strategies to promote CETL programs, leveraging digital tools and communication channels to maximize instructor engagement.
Manage all Universities of Wisconsin system requests, coordinating program logistics and budget management with the Office of Professional and Instructional Development (OPID).
Manage the Scholarship of Teaching and Learning grant process by managing all submission forms, assisting applicants with submission logistics, administering awards, and addressing inquiries to ensure clear communication and strong support.
Direct and oversee all financial operations, including budget development and monitoring, procurement, reimbursements, and contract management, to ensure accuracy and compliance as the Cost Center Accounting Specialist in Workday.
Manage and prioritize all incoming CETL communications while providing on-site program support, including customer service and troubleshooting, to ensure timely and effective assistance for faculty and staff.
Oversee office systems and resources and implement streamlined processes and digital tools to improve efficiency and service.
Hire, train, and supervise CETL graduate assistants, delegating projects and weekly work plans that advance CETL’s mission and operational goals.
Collaborate to create and prioritize instructor resources as outreach materials through internal SharePoint sites, campus-wide communications, and targeted marketing strategies.
Lead the development, upkeep, and enhancement of CETL’s public website and internal platforms to ensure accessibility, functionality, and an engaging user experience.
Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums
Prepares and audits complex records, edits documents, and reviews work done by others
Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures
Develops, implements, and maintains methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures