UW-Green Bay

Career Opportunities

Administrative Support

University Services Program Associate

Posting Date

8/6/2018 12:00:00 AM

Position Information

UW System Title:  University Services Program Associate

Essential Job Functions

This position reports to the Associate Vice Chancellor of Academic Affairs/Director of Graduate Studies and serves as the primary support for the Center for the Advancement of Teaching and Learning (CATL), the Office of Grants and Research (OGR), the Graduate Studies Office (GSO), Professional Development programming, and the Associate Vice Chancellor of Academic Affairs/Director of Graduate Studies (AVC).The individual will be responsible for independently performing administrative program functions critical to the success of each of the supported areas noted above, the AVC, and specific projects as assigned by the AVC. The individual will be working in a time­ sensitive and fast-paced environment.

This position includes the following responsibilities:

  • Identify problems/concerns and determine when those need to be addressed by the AVC.
  • Manage and execute projects assigned by the AVC.
  • Serve as a liaison with other institutions of higher education, external organizations, community leaders, and government offices.
  • Manage AVC's schedule, travel expense reports, purchase orders, chargebacks, purchase cards, etc.
  • Monitor and reconcile budgets for assigned areas.
  • Prepare reports and materials.
  • Share general office duties and coordination of workflow in the main office, including supervision of student employees.
  • Provide administrative support for budget updates, grant processes and initiatives, websites, and faculty professional development activities.
  • Expedite and process proposals and grant submissions.
  • Serve as the primary liaison with department chairs, committee members, users of the Institutional Review Board, Institutional Animal Care and Use Committee, Institutional Biosafety Committee, Research Council, and faculty researchers.
  • Coordinate and optimize application processes, research compliance training, grant competitions, awards, and data storage.
  • Coordinate recruitment and organization for all Research in the Rotunda activities.
  • Update and distribute quarterly and annual metrics for the OGR.
  • Contribute to professional development marketing materials, website, and social media presence of the OGR and GSO, and faculty research and research compliance committees.
  • Support coordination and promotion of thesis defenses, and contribute to the review of thesis formatting.
  • Backup Graduate Student Services Coordinator with application processing/loading, document linking, and serving as a liaison.
  • Contribute to student recruitment and retention in support of the Graduate Student Services Coordinator.
  • Provide primary administrative support for the annual Instructional Development Institute.
  • Assist with Phoenix Orientation coordination and planning.
  • Coordinate and execute professional development programming for employees within Academic Affairs.



  • Bachelor's Degree at time of application or Associate's Degree with three years of related experience at time of application


  • Knowledge of University policies and procedures

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.  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. The University of Wisconsin-Green Bay does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources.


Hourly salary range of $15.42 - 17.00
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 System.

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 "14610"
  • 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 that specifically addresses 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
Email:  jobs@uwgb.edu

Application Deadline

To ensure consideration, please submit application materials by Thursday, August 16, 2018.

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.