University Staff - Public May Apply - University Services Program Associate

Code: 10917 Posted: 09/29/2015

The University of Wisconsin Parkside is seeking well qualified applicants for a University Services Program Associate to join our team in Academic Affairs.

UW Parkside and UW System employees with expected continuous employment (formerly known as Permanent), Project and Limited Term Employees, are encouraged to apply. 

This position is a university staff, full-time, non-exempt, non-represented position. A six month probation period will be required. Scheduled hours of work are Monday through Friday, 7:45 am to 4:30 pm. 

The University Services Program Associate will be the office operations coordinator. This incumbent is responsible for the coordination and management of the daily office operations and workflow. Administrative assistance is provided to the Associate Vice Chancellor, Academic Affairs, and staff. Duties include scheduling meetings, monitoring the AVCs calendar, making material purchases, performing human resource activities as it relates to student employment, analyzing financial reports, composing correspondence, coordinating report requests, monitoring operational expenses, and other duties as assigned. This position functions under the general supervision of the Associate Vice Chancellor, Academic Affairs. 

This position requires professionalism, good oral and written communication skills, and the ability to manage multiple and multi-faceted responsibilities. The incumbent must use discretion and judgment to manage information flow regarding sensitive and confidential matters.   

Essential Duties and Responsibilities

 General Office Administration 

1. Plan, Provide and Guide Administrative Assistance To AVC, Unit Directors and Staff 

A. Manage daily calendar of the AVC 

1) Schedule appointments 
2) Monitors and advises concerning pertinent deadlines 
3) Collaborate/coordinate within university departments

B. Manage departmental mail 

1) Open mail, screen, prioritize, and distribute 

C. Coordinate travel arrangements for the AVC and other personnel as requested.

 1) Including but not limited to: conference registration, flight, lodging, transportation
 2) Prepare, maintain and process travel reimbursements 

D. Communicate as office operations coordinator
1) A point of contact for incoming telephone calls and visitors.
2) Assure callers and visitors receive assistance in a cordial and timely manner 
3) Compose letters and emails on the AVC's behalf to individuals and large groups 
4) Coordinate mass mailings of campus-wide policy documents and informational  materials 

E. Participate as active staff member

1) Schedule staff meetings 
2) Communicate effectively via oral and written 
3) Produce and email meeting reminders, agendas, and supporting materials 
4) Attend meetings and take minutes 
5) Coordinate administrative staff requests as needed 

F. Maintain office supplies and handle routine maintenance of office equipment 

1) Purchase office supplies and goods 
2) Distribute copy counts to business services 
3) Initial contact for Ricoh –maintenance for MFP

G. Manage internal budgeting and purchasing systems 

1) Update AVC with monthly budget information 
2) Procurement card usage and reconcile records 

H. Assist with planning and coordinating special events- logistics coordinator 

1) Room Reservations using VEMS for on-campus events 
2) Food service arrangements 
3) Disseminate Outlook calendar invites and emails, and documentation

I. Assist and participate with strategic planning process
1) Logistics 
2) Compose meeting notes and reports

2. Develop, Coordinate and Manage Confidential Information and Communication Systems 

A. Act as a liaison between HR, Business Services and Academic Affairs 

1) Produce, coordinate and file confidential material for department leaders 
2) Human resource documents: Change forms, hire forms, contracts, etc. 
3) Business services documents: travel reimbursements, procurement card logs, budget forms, etc. 

B. Compose and finalize word processing documents, correspondence and reports 

1) Edit, draft and proofread documents 
2) Utilize Word, Adobe, SharePoint, Excel, Outlook, etc.
C. Provide research or analysis 

1) In collaboration with other campus offices 

D. Maintain and organize paper and electronic filing system for departments

 1) Personnel, general correspondence, recruitment, annual evaluations, and contract renewals 

E. Utilize content management platforms for web page development and communication

1) Maintain and continuously update departmental website 

F. Recruit and hire student office workers 

1) Utilize RangerTrak 
2) Process and file confidential HR documents 

Required Knowledge Skills and Abilities 

  • Excellent communication, organizational, and executive skills. 
  • Takes initiative, along with excellent and independent judgment abilities.
  • Has a working knowledge of the advanced features of software including Microsoft Office. 
  • Ability to work as part of an administrative team 
  • Ability to identify, analyze, and resolve problems 
  • Knowledge &skill in financial and budget concepts and processes. 
  • The ability to interact effectively with a diverse group of co-workers and campus visitors. 
  • Requires a high level of confidentiality. 
  • Ability to meet deadlines and manage multiple demands and tasks



  • Two or more years or work experience in office operations or a closely related area · Experience with MS Office (Excel, Word, PowerPoint, Outlook)


  • Bachelore's Degree in Business or related field  

Salary and Benefits 

Hourly rate of $15.41-$23.58/hour based on qualifications and experience.
The University of Wisconsin System provides a liberal benefits package, including participation in a state pension plan. 

Review of Applications 

Applications submitted by Wednesday, October 14, 2015 will have full consideration; position is open until filled. 

 How to Apply 

Applicants currently employed by the UW System, please click on link              

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.
Under "Basic Job Search" enter the Keyword "Parkside" and click the Search button. Select applicable job opening. Click "Apply Now".
Select "Submit". Selecting "Save" will not forward your application materials to the search committee.
Applicants not currently employed by the UW System, please click on link
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.
Under "Basic Job Search" enter the Keyword "Parkside" and click the Search button. Select applicable job opening. Click "Apply Now". 
Select "Submit". Selecting "Save" will not forward your application materials to the search committee.
                                           To All Applicants

Please submit the application materials online as required by the job posting.

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. 

In instances where the Search and Screen Committee is unable to ascertain from a candidates application materials whether she/he meets all of the required qualifications, or if all of the application materials are not submitted, they will be evaluated as not meeting such qualifications and may be excluded from further consideration. 

Special Notes

A criminal background check will be required at the time of hire.

 UW-Parkside is an AA/EEO employer. Individuals from diverse backgrounds are encouraged to apply. 

It is the policy of UW-Parkside to provide reasonable accommodations to qualified applicants with disabilities. If you need assistance or accommodation in applying because of a disability, please contact the Office of Human Resources at 262-595-2204. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual's disability.  

Contact Information

If you have application questions call or email:

Contact Name: Amanda Welbon

Contact Phone: (262)595-2939

Contact Email:

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