Program Associate

Universities of Wisconsin • Menomonie, WI

2d

About The Position

The College of Arts and Human Sciences is recruiting for a fulltime Administrative Assistant II (AD002) - Program Associate. The person in this position provides administrative support for program directors who lead UW-Stout’s programs in psychology and game and media studies, as well as administrative support as assigned for other programs and units in Academic Affairs. Official UW Title (Code) / Job Description: Administrative Assistant II 50% A. Academic program support for programs in the College of Arts and Human Sciences Support programs by providing information to program directors, department chairpersons, administrative staff, faculty, students, off-campus representatives, parents and prospective students, resolving issues and coordinating activities. Use appropriate software and campus systems (i.e., Workday, Excel, Peoplesoft, Access Stout, UWBI, and EAB Navigate) to obtain student data as requested and update 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 in scheduling and coordinating 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’s 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. Assist program directors with communication with service offices on campus. Provide informational packets for visiting students and parents as needed. Protect the privacy of educational records following FERPA policies and procedures. 50% B. Support for other programs and units in Academic Affairs Provide administrative support to other programs, departments, and/or units within Academic Affairs as assigned. Coordinate with department chairs, program directors, center directors, and administrative assistants to ensure backup support during leaves of absence and position vacancies. Serve as administrative coordinator for recruitments in Academic Affairs. Develop and maintain working knowledge of university policies, procedures, and systems. professional development meetings, workshops, and classes to enhance job performance as appropriate. Additional duties as necessary (as assigned by college administration).

Requirements

• Two-year associate degree or higher and/or two years or more of work experience.
• Excellent computer skills and proficiency in 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.

Nice To Haves

• Two years or more experience working in a higher education setting.
• Related work experience.
• Experience with student database systems (e.g., PeopleSoft, UWBI, EAB Navigate), survey tools (e.g., Qualtrics) and other related software to query and provide data for stakeholders.

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
• 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
• Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums
• Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision

Benefits

• 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.
• Employee Benefits: https://www.wisconsin.edu/ohrwd/benefits/
• To calculate the estimated value of your total compensation, use the Health & Retirement Contributions Estimator | Employee Benefits (wisconsin.edu)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 5,001-10,000 employees