Program Assistant II

University of Wisconsin Stout•Oshkosh, WI

2d•$19

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.

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 MS Office Suite and Google applications, including advanced functions and demonstrated ability to quickly learn new (academic or software) programs
Proven experience managing multiple projects or tasks simultaneously, prioritizing responsibilities, and consistently meeting deadlines in a fast-paced environment.

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.
Advanced keyboarding skills

Responsibilities

Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
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

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