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

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Position Title:

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

Job Category:

University Staff

Employment Type:

Regular

Job Profile:

Administrative Assistant II

Job Duties:

Official UW Title (Code) / Job Description: Administrative Assistant II (AD002)

The College of Science, Technology, Engineering, Mathematics and Management is seeking applications for two Administrative Assistant II - Program Associate positions.  

QUALIFICATIONS

Minimum / Required

• 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. 

Highly Desired/Preferred

• 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

Essential Job Functions and Responsibilities  

95% A. Academic program support for programs in the College of Science, Technology, Engineering, Mathematics and Management  

• 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.  

  

5% B. Miscellaneous  

• 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)  

APPLICATION INSTRUCTIONS

Complete applications received by end of day, June 15, 2026 are ensured full consideration.  Applications submitted after June 15, 2026 may be reviewed at the discretion of the search committee or until position is filled.

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

Due to system limitations, applicants may upload no more than five (5) attachments. Please combine documents where appropriate.

Required application materials:

• Cover letter (* See below)
• Curriculum vitae or 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 or supervisor, 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.

Official transcripts required at time of hire.

For questions regarding this position or recruitment, please contact:

Search Chair: Lara Lange

Phone: 715-232-2463

Email: [email protected]

If you need assistance with the online application process or if you submitted your application prior to uploading all the required application materials, please contact:

Search Coordinator: Carole Jean Baier

Phone: 715-232-5481

Email: [email protected]

ADDITIONAL INFORMATION

 The normal work schedule for this position is 8:00 a.m. to 4:30 p.m., Monday to Friday. 

The minimum starting salary is $18.00/hour. The hourly rate for this position is based on qualifications and experience, and available budget.

A six-month probationary period is required

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.

Key Job Responsibilities:

• 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

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, and sexual 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.