Program Associate

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Position Title:

Program Associate

Job Category:

University Staff

Employment Type:

Regular

Job Profile:

Administrative Assistant II

Job Duties:

The College of Arts and Human Sciencesis recruiting for afulltime 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 supportas assignedforother programsand unitsin 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, resolvingissuesand coordinating activities.

• Useappropriate softwareand 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.

• Assistwith the assignment of student advisors and coordinateadvisingstrategies with program directors.

• Assistprogram directors in development and maintenance of marketing materials, including the program website.

• Assistprogram directorsin scheduling and coordinatingadvisement day activities, includingorganizingand providing current materials and information.

• Work with program directors to update andmaintainprogram advisory committee membership, including addresses and email lists and provide advisory committee membership to the Vice Chancellor's office as needed.

• Assistprogram 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.

• Assistprogram directors with calendar management and scheduling ofadvisingappointments.

• Assistprogram 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 withdepartment chairs, program directors, center directors, and administrative assistants toensure backup support during leaves of absence and position vacancies.
• Serve asadministrativecoordinator forrecruitmentsin Academic Affairs.
• Develop andmaintainworking knowledge of university policies, procedures, and systems.
• professional development meetings, workshops, and classes to enhance job performance asappropriate.
• Additionalduties as necessary (as assigned by college administration).

Key Job 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

Department:

The College of Arts and Human Sciences (CAHS)houses UW-Stout's academic programs in the humanities, the social sciences, human services, and the arts. CAHS also houses the School of Art and Design, the School of Education, and the Stout Vocational Rehabilitation Institute. We arecommitted to an education that enhances the well-being of individuals, families, and society; empowers students to become lifelong learners and responsiblecitizens who value scholarship, diversity, and the pursuit of truth; contributes to a broad-based understanding ofthe humanexperience; and fosters a culture of excellence, collegiality, and professionalism.

Compensation:

Competitive salarycommensuratewith qualifications and experience,and available budget.A six-month probationary period is required.

Minimum /Required

-Two-year associate degree or higher and/or two years or more of work experience.

-Excellent computer skills andproficiencyin Microsoft Office (Excel, Outlook, and Word).

-Excellent communication skills (both verbal and written).

-Excellent attention to detail, proofreading,editingand organizational skills.

-Excellent interpersonal and customer service skills.

-Ability to work independently and as part of a team environmentand oncollaborative efforts.

-Excellent judgment including sensitivity to personal and confidential information.

Highly Desired/Preferred

-Two years or more experience working in a higher education setting.

-Related work experience.

-Experience with student database systems (e.g., People Soft, UWBI, EAB Navigate), survey tools (e.g., Qualtrics) and other related software to query and provide data for stakeholders.

How to Apply:

Complete applications received by end of day,January 16, 2026,are ensured full consideration.Applications submitted after January 16thmay be reviewed at the discretion of the searchcommitteeor until position is filled.

To apply, click on the APPLY button or go to: https://www.uwstout.edu/about-us/careers-jobs

Required application materials:

Cover letter (*See below)

Curriculum vitaeor resume

All final candidates will be asked to provide names, email contact information, and/or phone numbers for three (3) references, with at least one being from a manager orsupervisor,during the interview process.

*Please use your cover letter to speak to each of the Minimum/Required Qualifications for this position as listed above. For each required qualification, describe your relevant experience, using specific examples from your work history to illustrate how your experience satisfies the requirement.

Applicants must complete all required fields and attach all required documents prior to submitting the online application.Note: Once you have attached your materials and submitted yourapplicationyou will not be able to go into the system and change them.

For questionsregardingthis position or recruitment, please contact:

Search Chair: Kevin Drzakowski

Phone: 715-232-1103

Email: drzakowskik@uwstout.edu

If you needassistancewith the online application process or if yousubmittedyour application prior touploadingall the requiredapplication materials, please contact:

Search Coordinator: Hannah Schillinger

Phone: 715-232-3004

Email: schillingerh@uwstout.edu

The University of Wisconsin-Stout does not offer H-1B or other work authorization visa sponsorship for this position. A 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 work authorization throughout the employment term. If you have questions regarding this, please contact our Human Resources office, Phone: 715.232.2149.

Guidelines to ensure consideration:

• Applicants must complete all required fields and attach all required application materials.

• Within your cover letter address each of the Minimum/Required Qualifications specified for this position. For each required qualification, describe your relevant experience, using specific examples from your work history to illustrate how your experience satisfies the requirement.

It is the policy of UW-Stout to provide reasonable accommodation to qualified applicants with disabilities. If you need assistance, or accommodation in applying because of a disability, please contact us using the information below. Employment opportunities will not be denied because of the need to make reasonable accommodation for a qualified individual's disability.

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)

Employment is contingent upon the final candidate's completing a criminal background check and being cleared to work by the Human Resources Office. Employment is also contingent upon the final candidate passing reference checks and an essential job function test, as applicable. The reference check process includes asking the final candidates' professional references questions regarding employee misconduct,sexual violence,andsexual harassment. Reference checks must be conducted at a minimum with three professional references, at least one of which must be a prior supervisor.

Final candidates with previous employment within the Universities of Wisconsin and State of WI agencies will be subject to additional reference checks.

In response to a public records request, the Universities of Wisconsin will not reveal the identities of applicants who request confidentiality in their online application, except that the identity of the successful final candidate will be released. See Wis. Stat. sec. 19.36(7).

UW-Stout is committed to providing safety and security of all members of our community in accordance with the Clery Act. For campus safety information and crime statistics visit: https://www.uwstout.edu/life-stout/police-and-parking/clery-information

UW is an Equal Opportunity Employer

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, status as a protected veteran, or any other bases protected by applicable federal or State law and UW System policies. We are committed to building a workforce that represents a variety of backgrounds, perspectives, and skills, and encourage all qualified individuals to apply.

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