Program Assistant

University of Wisconsin Stout•Menomonie, WI

47d•Onsite

About The Position

A full-time university project staff position is available in the Department of Counseling, Rehabilitation, and Human Services. The business title for this assignment is Program Assistant. This grant funded position is expected to continue through September 2031, which requires a six-month probationary period and renewed annually. At the culmination of grant funding, a permanent position may become available, and the applicant may be eligible to apply through the standard recruitment process. The expected hourly hiring salary will be based on qualifications and experience, with a minimum of $19/hour. Full UW-System benefits apply. This position is supported by the Centers for Medicare & Medicaid Services (CMS) of the U.S. Department of Health and Human Services (HHS) through a subaward as part of a financial assistance award made to the State of Wisconsin Department of Health Services. The contents are those of the author(s) and do not necessarily represent the official views of, nor an endorsement, by CMS/HHS, or the U.S. Government.

Requirements

High school diploma or equivalent
Minimum 2 years of administrative or office support experience
Strong organizational and time management skills with ability to manage multiple priorities
Knowledge of common office operations and ability to quickly learn administrative applications
Ability to conduct tasks professionally, accurately, and confidentially
Ability to work independently and collaboratively in a team environment
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 valid work authorization throughout the employment term.

Nice To Haves

Associate or Bachelor’s degree
Previous college/university/institutional experience
Experience successfully navigating complex organizational and administrative policies and procedures
Familiarity with software such as Workday and administrative computing systems such as course schedules
Candidates who have experience working collaboratively with diverse individuals and/or groups and who can contribute to fostering an inclusive environment are encouraged to identify their experience in these areas.

Responsibilities

Serves as administrative support for the Clinical Mental Health Counseling and Master’s in Social Work programs within the Department of Counseling Rehabilitation and Human Services Department.
Reports to and works closely with the grant primary investigator and provides support and aid to students, faculty, and programs.
Assist with monitoring, tracking, and reconciling the grant budget, funds, services and supplies, and purchasing expenses.
Assist with accreditation processes, including documentation, scheduling site visits, etc.
Coordinate and manage programmatic and administrative responsibilities including scheduling, data & information management, record keeping and reporting related to program operations.
Assist faculty with purchases to support program development, marketing, teaching and scholarship activities.
Serve as search committee coordinator when needed for department recruitment.
Serve as back-up receptionist for the department as needed.
Tracks, stocks, orders, and inventories office supplies to ensure adequate materials are available for workplace operation.
Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations.
Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures.
Serves as first point of contact for individuals and groups providing basic organizational information via phone, in person, and through other communication mediums, routing more complex inquiries to the appropriate entities.