Program Assistant II

University of Wisconsin Stout • Oshkosh, WI

12h • Hybrid

About The Position

This position provides advanced administrative and program support for the School of Nursing and Health Professions (SoNHP) and reports to the Dean of the College of Nursing, Health Professions, and STEM. Working closely with the School Director, program leadership, and university offices, this role supports daily operations of professional programs while ensuring compliance with University, State Board of Nursing, and accreditation requirements. Key responsibilities include coordinating and processing student clinical site placements with public and private agencies, maintaining accurate compliance records, managing confidential data in multiple digital systems, and assisting with program marketing, recruitment, retention, and graduation activities. The position also collaborates across campus to ensure smooth processes, reviews program materials for accuracy and compliance, and may assist in guiding student employees. As a primary contact for prospective and current students, faculty, staff, and community partners, this role requires exceptional customer service, professional communication, and the ability to balance multiple projects and deadlines in a fast-paced environment. The ideal candidate is self-motivated, technologically proficient, able to exercise sound judgment in specialized program support work, and committed to maintaining a high level of confidentiality while contributing to the success and reputation of the SoNHP. This role requires regular on campus presence. Hybrid remote work may be available after the successful completion of the initial training period. Please note that the remote work policy is subject to change at the discretion of the school or university.

Requirements

• Demonstrated ability to draft clear, grammatically correct correspondence and professional documents (e.g., emails, reports, or letters), and to communicate ideas effectively through phone conversations and/or meetings
• Professional experience in an academic/administrative/clerical office role
• Professional experience with Microsoft Office Suite, including advanced functions and demonstrated experience learning new (academic or software) programs quickly
• Proven experience managing multiple projects or tasks simultaneously, prioritizing responsibilities, and consistently meeting deadlines in a fast-paced environment
• High School Diploma or equivalent
• Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term.

Nice To Haves

• Working knowledge of University and School of Nursing and Health Professions policies and procedures, including program pre-requisites, holistic admission process, and curricula
• Comprehensive understanding of the general policies and resources of a public university and/or a college including knowledge of Family Educational Rights and Privacy Act (FERPA) as it applies to students
• Expert knowledge of agency health requirements, medical terminology, medical records, lab reports, HIPAA, CDC, OSHA, and clinical agency expectations for care givers, and Wisconsin’s Care Giver Law
• Intermediate to high-level proficiency with the University Student Information System, especially the functions of campus community, student enrollment, transcript request, and application processing
• Working knowledge of purchasing, travel expense reporting, and invoicing for Universities of Wisconsin.

Responsibilities

• Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
• Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision
• Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums
• Serves as a first point of contact for individuals and groups, provides basic organizational information via phone, in person and through other communication mediums, and routes more complex inquiries to the appropriate entities
• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• Coordinating and processing student clinical site placements with public and private agencies
• Maintaining accurate compliance records
• Managing confidential data in multiple digital systems
• Assisting with program marketing, recruitment, retention, and graduation activities
• Collaborating across campus to ensure smooth processes
• Reviewing program materials for accuracy and compliance
• Assisting in guiding student employees

Benefits

• Health plans starting at $45 per month.
• Vacation starting at 104 hours per year (prorated for start date).
• 36 hours of personal holiday, and 9 legal holidays (prorated for start date).
• 5 hours of sick leave earned per biweekly pay period (130 hours per calendar year).
• Paid parental leave after six months of continuous employment.
• Wisconsin Retirement System (pension) with 7.2% employer contribution for 2026.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED