Career Opportunities

Administrative Support

University Services Program Associate - Continuing Education & Community Engagement

Posting Date

9/14/2017 12:00:00 AM

Position Information

Title:  University Services Program Associate

Essential Job Functions

This position reports to the Director of Government Affairs and Economic Development and is responsible for providing a high level of customer service within the Division, WGFOA (contracted association), outside customers, and partnering organizations. As a liaison with internal and external people, this position interacts with a diverse audience of individuals and organizations by communicating procedural information, interpreting and implementing System regulations and policies, and resolving complex problems.

This position includes the following responsibilities:

  • Use and maintain the USI and SIS software for internal office management and reporting of credit and noncredit program information, registration, and tracking.
  • Set up programs in the data management system, and interface and link to the Government Affairs and WGFOA websites.
  • Maintain WGFOA and Government websites.
  • Write queries and create reports as necessary to provide data for program functions for internal and external requests.
  • Maintain accuracy in all program management and registration systems.
  • Coordinate and perform registrations, deposits, and payment activities for credit and noncredit programs.
  • Handle and properly secure sensitive and confidential financial documents and registration information.
  • Design fliers, e-blasts, and marketing materials for programs.
  • Carry out pre-program planning and coordinating the following tasks: collect instructor contracts, gather payroll information, obtain equipment needs, obtain and duplicate handouts.
  • Credit courses: Provide accurate and detailed, enrollment reports, duplicate and prepare materials, coordinate room arrangements, update and distribute program and final grade rosters, prepare nametags/name tents, and other materials, compile and tabulate evaluations, prepare certificates of completion for programs, and process, record, and verify rosters and final grades. Establish and maintain accurate, and confidential instructor records, curriculum, and course syllabi.
  • Coordinate program operations with hotels and associations.
  • Create and prepare program confirmation letters, directions, and attachments.
  • Coordinate, track, and compile confidential reports.
  • Create and maintain accurate mailing lists for promotional efforts.
  • Prepare and coordinate arrangements for bulk mailings including providing accurate counts, preparing forms, ordering necessary supplies, and communicating with Mail Haus and Copy Center.
  • Assist and facilitate small group discussion at advisory board meetings.
  • Lead in the hiring, training, and supervising of student employees.
  • Assist in marketing plans.
  • Serve as office manager for July conferences (400 plus attendees).
  • Manage the third year Clerks and Treasurers Advisory Board duties including explaining duties and ensuring their completion.
  • Serve as the primary customer service employee and phone support for Government Affairs and WGFOA.
  • Communicate with instructors, participants, and partnering organizations personnel, answering questions and problem solving.
  • Respond to inquiries and questions within twenty-four hours of receipt.



  • Associate's Degree at time of application
  • Experience with computers, including Word, Excel, Publisher, Outlook, data management and tracking systems, registration software, and website tools
  • Possession of or eligibility to obtain a valid driver's license upon appointment and ability to obtain driver authorization through the University


  • Bachelor's Degree at time of application
  • Experience working with adult learners

  • Ability to lift twenty-five pounds to load and transfer items for conferences and events

The successful candidate will have exceptional oral, written, interpersonal, organizational, time-management, computer, proofreading, and customer service skills; the ability to communicate with diverse constituents; and the willingness to work independently, as well as part of a collaborative team. This position requires the ability to manage multiple deadlines, projects, and priorities with attention to detail and exceptional accuracy; show excellent judgment, including sensitivity to personal and confidential information; and demonstrate flexibility and the ability to adapt to ongoing change. Good work habits, such as attendance, punctuality, accountability, thoroughness, and resourcefulness, are essential for this position.

Conditions of Appointment

Position is a full-time University Staff appointment. The work hours for this position will be 7:45 a.m. – 4:30 p.m., Monday through Friday. Occasional weekend and evening hours and travel will be required. Limited vacation will be allowed in June and July. A criminal conviction investigation will be conducted on the finalist(s). A six-month probationary period is required for this position. In compliance with the Wisconsin Fair Employment Act, the University does not discriminate on the basis of arrest or conviction record. Applicants must be legally authorized to work in the United States.


Hourly salary range of $15.42 - $16.00.

This position is not exempt from the overtime provisions of the Fair Labor Standards Act (FLSA).

The UW System provides an excellent benefits package, including participation in the Wisconsin State retirement plan.

To Apply

STEP 1: Please select the applicable link below:

External Applicants: (NOT currently employed by the University of Wisconsin System)
Internal Applicants: (Currently employed by the University of Wisconsin System)

STEP 2: From "Job Search" screen,

  • Click in "Keywords" box.
  • Enter Job Opening ID "13468"
  • Click "Search."
  • Select "University Services Program Associate"
  • Click "Apply."
    • You must login before you can apply. Input your "User Name" and "Password" and select "Login."
    • If you have not yet registered, click "Register Now" to begin the registration process.

STEP 3: Submit application materials:

Please be sure to complete all required fields, and include all required documents before submitting your application. Once submitted, you will not be able to edit or attach any application materials. Files must be complete to be considered. Please include the following documents:

  • Cover letter specifically addressing qualifications for the essential job functions
  • Resume
  • Names and contact information for three references

You must select "Submit Application." Selecting "Save as Draft " or "Exit" will not forward your application materials to the search committee.

If you have any questions, need accommodations, or submitted your application with missing materials, call or email:

Human Resources
Phone: (920) 465-2390

Application Deadline

To ensure consideration, please submit application materials by Thursday, October 19, 2017.

Note: The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis.Stat. sec. 19.36(7).

For more information regarding the University of Wisconsin-Green Bay and the surrounding area, see our Campus and Community section. For Campus Safety information see our Office of Public Safety website and our Annual Security Report (for a paper copy please contact the Office of Human Resources at (920) 465-2390). This report includes statistics about reported crimes, as well as information about crime prevention and campus security policies and procedures.

The University of Wisconsin-Green Bay is an Affirmative Action Equal Employment Opportunity employer committed to achieving a diverse workforce and to maintaining a community which welcomes and values a climate supporting equal opportunity and difference among its members. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender and/or gender identity or expression, marital or parental status, genetic information, national origin, ethnicity, citizenship status, veteran or military status (including disabled veteran, recently separated veteran, other protected veteran, or Armed Forces service medal veteran status), age, or disability.