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Career Opportunities

Administrative Support

Program Associate

The University of Wisconsin System is engaged in a Title and Total Compensation (TTC) project to redesign job titles and compensation structures. As a result of the TTC project, official job titles on current job postings may change in 2021. Job duties and responsibilities will remain the same. For more information please visit: https://www.wisconsin.edu/ohrwd/title-and-total-compensation-study/

Posting Date

2/19/2021 12:00:00 AM

Position Information

Working Title:  Program Associate
UW System Title:  University Services Program Associate

Essential Job Functions

This position reports to the Associate Provost for Academic Affairs and serves as backup support to the Provost and other office staff. The Program Associate is responsible for providing administrative support for accreditation, assessment, and high-impact practice initiatives. Additional responsibilities include maintaining appropriate websites, scheduling meetings, and posting meeting agendas and minutes. The position also prepares and disseminates correspondence and acts as administrative liaison between the Secretary of the Faculty and Staff (SOFAS) and campus personnel. The position will maintain electronic and hard copy faculty personnel files and committee records and will perform other duties and projects as assigned.

This position includes the following responsibilities:

  • Provide administrative support and serve as administrative liaison for the Associate Provost for Academic Affairs in daily interaction with UW-Green Bay faculty, staff, students, UW-System Administration, and outside agencies and organizations in the coordination and preparation for institutional accreditation, assessment of institutional programs, faculty development programs, and student success and engagement.
  • Maintain knowledge of programs administered and committees chaired by the Associate Provost in order to respond to inquiries and to keep abreast of schedules, projects, and deadlines.
  • Provide support for institutional accreditation.
  • Provide support for assessment efforts, including for General Education assessment.
  • Provide support for the development and implementation of the HIPs initiative.
  • Process payments for services and monitor and track budgets for the offices and programs overseen by the Associate Provost.
  • Prepare program materials and assist with preparation of reports, correspondence, and meeting materials.
  • Assist in preparation for seminars and workshops, onsite visits from outside agencies, and reports and publications.
  • Assist in maintaining appropriate websites.
  • Keep abreast of HRS procedures in order to process personal employee payments.
  • Make all travel arrangements for Associate Provost and direct report staff.
  • Oversee travel arrangements for faculty and administrators attending conferences and workshops hosted or sponsored by the Associate Provost.
  • Schedule appointments and meetings, and assist with calendar maintenance for Associate Provost.
  • Set up and maintain files for programs administered by the Associate Provost.
  • Make room reservations and food arrangements for meetings and conferences overseen by the Associate Provost.
  • Attend professional development workshops and seminars.
  • Provide administrative support for the SOFAS, and act as liaison between the SOFAS and campus personnel.
  • Maintain a thorough knowledge of faculty and academic staff policies and procedures.
  • Maintain faculty/instructional staff governance files; faculty/staff committees files; unit files with agendas/minutes; and SOFAS correspondence, forwarding files to University Archives as needed and maintaining records retention forms.
  • Maintain and monitor a yearly timeline calendar, request form completion from various sources, keep a checklist, and follow up on reports not returned.
  • Proofread and edit minutes and reports for SOFAS.
  • Maintain the SOFAS website.
  • Compose and process correspondence as necessary; update form letters to comply with policies and procedures.
  • Prepare institution guidelines for posting meeting notices and update annually to ensure meeting notices for units and all committees are posted on the University Calendar.
  • Coordinate faculty and staff governance reports.
  • Assist Speaker of the Faculty Senate and SOFAS with minutes, agendas, and attachments and add to SOFAS website.
  • Schedule room preparation, request refreshments, and request audio taping of Faculty Senate meetings.
  • Establish and maintain an ongoing record of legislative actions by the Senate on website.
  • Assist committee chairs by filing minutes and agendas, distributing and posting committee minutes, and scheduling meetings.
  • Provide assistance for General Education Assessment, distribute assessment inventory sheets, and enter data into computer for further analysis.
  • Assist with review of faculty being considered for promotion, and facilitate tenure and promotion approval process.
  • Prepare and distribute yearly elective and appointment committee preference survey, compile responses, distribute ballots, provide election results, and maintain committee memberships on SOFAS website.
  • Assist with award and recognition procedures, selection process, nomination forms, and distribution of awards.
  • Maintain the Faculty Handbook, Academic Staff Bylaws, and the University Staff Bylaws.

Qualifications

MINIMUM QUALIFICATIONS:
  • Associates degree in business or related field at time of application
  • Two years of related experience
  • Excellent computer skills, including experience with Microsoft Office


PREFERRED QUALIFICATIONS:
  • Bachelor's Degree in related field
  • Higher education experience
  • Proficiency with the following software:  Kentico, PeopleSoft, Adobe, or Qualtrics


The successful candidate will be expected to work inclusively and respectfully within a diverse campus community and practice civility in the workplace.  The University welcomes applicants who are dedicated to the appreciation and promotion of inclusivity and equity as crucial components in the pursuit of organizational excellence.

In addition, the successful candidate will have strong oral, written, interpersonal, and organizational skills, demonstrated integrity and strong leadership, and the willingness to work independently and as part of a collaborative team. The University invites applicants who are dedicated to enriching the quality of life for students and the community by embracing the educational value of diversity, promoting environmental sustainability, encouraging engaged citizenship, and serving as an intellectual, cultural, and economic resource.

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.

All final candidates must be asked, prior to hire, whether they have been found to have engaged in, are currently under investigation for, or left employment during an active investigation in which they were accused of sexual violence or sexual harassment. When obtaining employment reference checks, these same sexual violence or sexual harassment questions must also be asked.

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.

Salary

Hourly salary range of $16.04-$17.60.
This position is not exempt from the overtime provisions of the Fair Labor Standards Act (FLSA).

BENEFIT DETAILS
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 "Search Jobs" screen,
  • Click "View All Jobs"
  • Select "Program Associate"
    • You must login before you can apply. Input your "User Name" and "Password" and select "Sign In."
    • 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" to 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 Monday, March 15, 2021.

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 University Police 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.