Career Opportunities

Administrative Support

University Services Program Associate - Continuing Education and Community Engagement

Posting Date

9/27/2018 12:00:00 AM

Position Information

UW System Title:  University Services Program Associate

Essential Job Functions

This position reports to the Director of K-12 Relations for Education Outreach in the Division of Continuing Education and Community Engagement. This position serves as the primary program support person for the Education Outreach and the College Credit in High School (CCIHS) programs for the Division of Continuing Education and Community Engagement. Responsibilities also include providing customer services to students, teachers, and other University staff; supporting registration, billing, and payment services; updating websites; and coordinating program logistics.

This position includes the following responsibilities:

  • Maintain USI and SIS software for internal office management, reporting credit/non-credit program information, registration, and tracking.

  • Set up programs in data management system to interface with websites.

  • Maintain and update program websites.

  • Coordinate payment activities for Education Outreach programs.

  • Process registrations and deposits.

  • Handle and secure sensitive and confidential financial documents and registration information.

  • Prepare and collect instructor appointment letters, payroll information, equipment needs, and customer confirmation information.

  • Track, verify, and report final course grades for credit students and certificates for noncredit students.

  • Establish and maintain instructor and course records and curriculum.

  • Prepare and coordinate arrangements for bulk mailings, including preparation and maintenance of mailing lists, providing accurate counts, preparing forms, ordering materials, and communicating with Mail Haus and Copy Center.

  • Track student applications, and maintain current rosters for all high school courses.

  • Conduct student registration and orientation visits to high schools.

  • Register students and follow up with instructor or students for additional action items.

  • Manage the organization of student technology account letters, and ensure all students receive letters in a timely manner.

  • Administer and track end of course student evaluations using Qualtrics.

  • Organize end of semester correspondence with instructors and University faculty.

  • Serve as primary customer service and phone support for program area.

  • Respond to customer inquires and questions, and resolve student concerns.



  • Associates Degree at time of application
  • Possession of, or eligibility to obtain, a valid driver's license upon appointment


  • Bachelor's Degree
  • Experience working in higher education
  • Experience working with K-12 schools
  • Experience using registration software and/or databases

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

Travel may be required for school visits and meetings and may include occasional evening and/or weekend work. 

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 - 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 in "Keywords" box.
  • Enter Job Opening ID "14782"
  • Click "Search."
  • Select "University Services Program Associate - Continuing Education and Community Engagement"
  • 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
  • Unofficial transcripts of highest degree achieved

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 Wednesday, October 17, 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.