"Program Associate"

Job Details

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Position Title: Program Associate

Job Category: University Staff

Employment Type: Regular

Job Profile: Administrative Assistant II

Job Duties

The College of Arts and Human Sciences is recruiting for a fulltime Administrative Assistant II (AD002) - Program Associate. The person in this position provides administrative support for program directors who lead UW-Stout’s programs in psychology and game and media studies, as well as administrative support as assigned for other programs and units in Academic Affairs.

Official UW Title (Code) / Job Description: Administrative Assistant II

50% A. Academic program support for programs in the College of Arts and Human Sciences

• Support programs by providing information to program directors, department chairpersons, administrative staff, faculty, students, off-campus representatives, parents and prospective students, resolving issues and coordinating activities.
• Use appropriate software and campus systems (i.e., Workday, Excel, Peoplesoft, Access Stout, UWBI, and EAB Navigate) to obtain student data as requested and update student information for program directors.
• Assist with the assignment of student advisors and coordinate advising strategies with program directors.
• Assist program directors in development and maintenance of marketing materials, including the program website.
• Assist program directors in scheduling and coordinating advisement day activities, including organizing and providing current materials and information.
• Work with program directors to update and maintain program advisory committee membership, including addresses and email lists and provide advisory committee membership to the Vice Chancellor’s office as needed.
• Assist program directors in logistical preparations for event planning and/or meetings (managing agendas, minutes, room reservations, food arrangements, parking passes, etc.), follow-up and other details as needed.
• Assist program directors with calendar management and scheduling of advising appointments.
• Assist program directors with communication with service offices on campus.
• Provide informational packets for visiting students and parents as needed.
• Protect the privacy of educational records following FERPA policies and procedures.

50% B. Support for other programs and units in Academic Affairs

• Provide administrative support to other programs, departments, and/or units within Academic Affairs as assigned.
• Coordinate with department chairs, program directors, center directors, and administrative assistants to ensure backup support during leaves of absence and position vacancies.
• Serve as administrative coordinator for recruitments in Academic Affairs.
• Develop and maintain working knowledge of university policies, procedures, and systems.
• professional development meetings, workshops, and classes to enhance job performance as appropriate.
• Additional duties as necessary (as assigned by college administration).

Key Job Responsibilities:

• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
• Serves as a first point of contact for individuals and groups, provides basic organizational information via phone, in person and through other communication mediums, and routes more complex inquiries to the appropriate entities
• Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums
• Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision

Department:

The College of Arts and Human Sciences (CAHS) houses UW-Stout’s academic programs in the humanities, the social sciences, human services, and the arts. CAHS also houses the School of Art and Design, the School of Education, and the Stout Vocational Rehabilitation Institute. We are committed to an education that enhances the well-being of individuals, families, and society; empowers students to become lifelong learners and responsible citizens who value scholarship, diversity, and the pursuit of truth; contributes to a broad-based understanding of the human experience; and fosters a culture of excellence, collegiality, and professionalism.

Compensation:

Competitive salary commensurate with qualifications and experience, and available budget. A six-month probationary period is required.

Minimum / Required

• Two-year associate degree or higher and/or two years or more of work experience.
• Excellent computer skills and proficiency in Microsoft Office (Excel, Outlook, and Word).
• Excellent communication skills (both verbal and written).
• Excellent attention to detail, proofreading, editing and organizational skills.
• Excellent interpersonal and customer service skills.
• Ability to work independently and as part of a team environment and on collaborative efforts.
• Excellent judgment including sensitivity to personal and confidential information.

Highly Desired/Preferred

• Two years or more experience working in a higher education setting.
• Related work experience.
• Experience with student database systems (e.g., PeopleSoft, UWBI, EAB Navigate), survey tools (e.g., Qualtrics) and other related software to query and provide data for stakeholders.

How to Apply:

Complete applications received by end of day, January 16, 2026, are ensured full consideration. Applications submitted after January 16th may be reviewed at the discretion of the search committee or until position is filled.

To apply, click on the APPLY button or go to: https://www.uwstout.edu/about-us/careers-jobs

Required application materials:

• Cover letter (* See below)
• Curriculum vitae or resume

*All final candidates will be asked to provide names, email contact information, and/or phone numbers for three (3) references, with at least one being from a manager or supervisor, during the interview process.*

*Please use your cover letter to speak to each of the Minimum/Required Qualifications for this position as listed above. For each required qualification, describe your relevant experience, using specific examples from your work history to illustrate how your experience satisfies the requirement.*

Applicants must complete all required fields and attach all required documents prior to submitting the online application. Note: Once you have attached your materials and submitted your application you will not be able to go into the system and change them.

For questions regarding this position or recruitment, please contact:

Search Chair: Kevin Drzakowski
Phone: 715-232-1103
Email: drzakowskik@uwstout.edu

If you need assistance with the online application process or if you submitted your application prior to uploading all the required application materials, please contact:

Search Coordinator: Hannah Schillinger
Phone: 715-232-3004
Email: schillingerh@uwstout.edu