Program Associate (2 Positions) - College of Science, Technology, Engineering, Mathematics and Management

Universities of Wisconsin•Menomonie, WI

1d•Onsite

About The Position

The College of Science, Technology, Engineering, Mathematics and Management is seeking applications for two Administrative Assistant II - Program Associate positions. These roles will provide academic program support for programs within the college, assisting program directors with a variety of tasks including communication, data management, scheduling, marketing material development, event coordination, and accreditation support. The positions also involve some miscellaneous duties such as attending professional development and assisting with college-supported events.

Requirements

Two-year Associate Degree and/or higher degree
Excellent verbal and written communication skills.
Excellent judgment including sensitivity to personal and confidential information.
Excellent interpersonal, and customer service skills in working with a diverse community.
Working knowledge of computer hardware and standard business software programs (e.g. word processing, spreadsheets, database) and the Internet.
Have the ability to delegate and prioritize work.
Attention to detail, proofreading and editing skills.
Good work habits, such as attendance, punctuality, accountability, thoroughness and resourcefulness.
Work independently and as part of a team environment and on collaborative efforts.
Eligibility for employment in the United States on or before the effective date of the appointment and for maintaining work authorization throughout the employment term.

Nice To Haves

Experience in a higher education environment.
Related working experience
Knowledge of student database systems.
Ability to lead, assist and direct others in and outside of the department
Experience with Excel, Peoplesoft, Access Stout, and Contact Manage and other related software to query and provide data for program directors.

Responsibilities

Assist program directors 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., Excel, Peoplesoft, Access Stout, UWBI, and Contact Manager …) to obtain student data as requested and update student information for program directors.
Assign student advisors and coordinate advising strategies with program directors.
Assist program directors in development and maintenance of marketing materials.
Assist program directors to schedule and coordinate advisement day activities, including organizing and providing current materials and information.
Reserve and set up display booth/materials for events (i.e., campus preview days, new student orientation, conferences, and workshops) as needed.
Assist program directors to hire and supervise student workers as needed.
Work with program director 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 Advisory Committee 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.
Provide packets for visiting students and parents as needed.
Assist associate dean to coordinate program management.
Assist program directors with communication with service offices on campus.
Assist program directors, faculty, and associate dean with accreditation (editing documents, ordering supplies, arranging accreditation team visits, record keeping etc.)
Order supplies and materials following campus purchasing policies and procedures.
Coordinate with appropriate academic department associate or budget manager regarding funding.
Assist program directors with coordination of co-ops/internships for students.
Protect the privacy of educational records following FERPA policies and procedures.
Attend professional meetings, workshops, and classes to enhance job performance as appropriate.
Assist with CSTEMM supported conferences, seminars, workshops, colloquiums, employer visits to classes, and other events as needed.
Additional duties as necessary (assigned by college administration).
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.
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.