Career Opportunities

Administrative Support

University Services Program Associate (2 Vacancies)

Posting Date

6/12/2019 12:00:00 AM

Position Information

Title:  University Services Program Associate

Essential Job Functions

These positions will report to one of the respective Directors in Wisconsin Community-Based Residential Facilities (CBRF) Training Registry or Continuing Professional Education in the Continuing Education and Community Engagement Department. Duties include handling a wide variety of tasks and responsibilities, such as providing a high level of customer service on campus and with external customers and partnering organizations. This includes interacting with a diverse audience by communicating procedural information, interpreting and implementing regulations and policies, and resolving complex problems. Program support includes registration, billing, payment, updating websites, and coordinating program logistics.

This position includes the following responsibilities:

  • Utilize software for reporting program information, registration, and tracking and other office management.
  • Set up programs in the database management system and interface with websites.
  • Maintain program websites.
  • Write queries and create reports to provide data for program functions.
  • Maintain content in all program management and registration systems.
  • Coordinate and perform registrations and payment activities for programs, including processing electronic applications, registrations, deposits, and chargebacks.
  • Handle sensitive financial documents and registration information.
  • Understand and follow the University's financial procedures, rules, and regulations.
  • Create marketing and communication program materials, including mailings, mailing lists, ordering supplies, and communicating with external services.
  • Carry out pre- and post-program planning and coordination.
  • Establish and maintain confidential instructor records.
  • Coordinate program operations with other campus units, hotels, and associations.
  • Create and prepare program confirmation letters, directions, and attachments.
  • Coordinate, track, and compile confidential reports.
  • Lead in the hiring, training, and supervising of student employees.
  • Develop, recommend, and/or review policies and procedures, and maintain up-to-date forms.
  • Serve as the primary customer service and phone support for program area.
  • Communicate with instructors, participants, and partnering organizations.
  • Respond to phone, web, email, fax, and in-person inquiries and questions.



  • Associate's Degree in a related area at time of application
  • One year of program support or customer service experience


  • Bachelor's Degree in a related area

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

Positions are full-time University Staff appointments.  The work hours for these positions will be 7:45 a.m. – 4:30 p.m., Monday through Friday.  Some occasional evening and/or weekend work and travel are required.

A criminal conviction investigation will be conducted on the finalist(s).  A six-month probationary period is required for these positions. 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.


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 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 "View All Jobs"
  • Select "University Services 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

Application Deadline

To ensure consideration, please submit application materials by Monday, July 8, 2019.

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.