University Services Program Associate (Public May Apply) Deadline Extended

University Services Program Associate (Public May Apply) Deadline Extended

Code: 08500 Posted: 06/06/2016


This paraprofessional position provides administrative support to the Associate Dean in the College of Business, Economic, and Computing (CBEC), and to the Department of Business Chair, faculty, staff and students. Reporting to the Associate Dean, duties of this position include providing administrative support for undergraduate business programs and majors; the Master of Business Administration (MBA) Program; and Department of Business (DoB) faculty/staff. Essential functions of this position that must be performed include providing a very high level of customer service to students, administrators, faculty, staff, and visitors.


80% A. Provide administrative support for Administrators, faculty and staff of Department of Business (DoB).

  1. Send all plan declaration information, with advisor assignments, to Student Records, filing copies for department use.
  2. Assign advisors to newly declared business students on a regular basis in consultation with Department Chair.
  3. Set up and maintain confidential files for all business majors and minors.
  4. Answer inquiries for faculty, staff, Administrators and registrar's office regarding student progress and degree completion.
  5. Access student records and class information for Associate Dean, Department Chair and faculty/staff.
  6. Access student records data to create various types of reports as requested by the Associate Dean, Department of Business Chair, and faculty/staff.
  7. Monitor student course and faculty evaluations of teaching by ordering, assembling, distributing, collecting evaluation forms, maintaining and storing copies for each course taught in the DOB, including mid-term evaluations for all new faculty and associate lecturers.
  8. Serve as a liaison in textbook adoptions each semester as appropriate, between faculty, book representatives, and the bookstore and maintain information regarding textbook adoption.
  9. Maintain course syllabi and class material files. Monitor compliance with Department of Business policies regarding submission of all syllabi and course materials. Set up folders.
  10. Prepare exams, handouts, syllabi and other course materials as requested by the Associate Dean, Department of Business Chair, and faculty/staff.
  11. Type manuscripts, articles, and conference papers as requested by the Associate Dean, Department of Business Chair, and faculty/staff.
  12. Type vitae updates as requested by the Associate Dean, Department of Business Chair, and faculty/staff.
  13. Collect all MBA prospective student information and send original materials to the Admissions Department. Make copies for the Department of Business' MBA files.
  14. Place and update applicant information into department files, and respond to correspondence of applicants who are missing part(s) of their application or inquiring about the status of their application.
  15. Enter all admission decisions for MBA applicants, matriculate and update records for the department's MBA files, and send appropriate notification correspondence. Set up a report on all open MBA applications.
  16. Set up and maintain confidential files for all MBA applicants and matriculated students.
  17. Maintain an applicant list each semester that includes admission decisions. Develop reports concerning MBA accepted or rejected applicants using appropriate software.
  18. Monitor and report necessary course enrollment information/updates to the Associate Dean on a weekly basis, and to regularly make reports to appropriate MBA Consortium staff for all Consortium courses throughout each semester.
  19. Draft all MBA graduation audits for the Associate Dean/MBA Director for approval. Send Associate Dean an electronic copy of each audit, and place a hardcopy in the MBA student's departmental file.
  20. Provide information to continuing graduate students.
  21. Support MBA Program promotional activities and initiatives, send flyers and/or other materials to all relevant individuals, make room reservations, arrange for media equipment, food services, etc.
  22. Facilitate the achievement of department service goals such as AACSB deadlines, and provision of departmental news and updates.
  23. Attend department meetings as requested by the Associate Dean, Department of Business Chair, or Chair of a Department of Business committee to take and draft minutes and other related documents.
  24. Inform Chairs, Dean's Office, Associate Dean, and Information Desk, and post on classroom doors any faculty cancellations of classes.
  25. Create various forms and correspondence as requested by the Associate Dean, Department of Business Chair, and faculty/staff.
  26. Provide excellent service to students and applicants while responding to inquiries regarding department programs and functions whether by telephone, correspondence or in-person contact.
  27. Greet and screen students or other visitors in-person or on the telephone and direct them to appropriate person(s) or locations.
  28. Distribute forms, pamphlets or other informational materials (University, College, Department of Business, and MBA) as requested by the Associate Dean, Department of Business Chair, and faculty/staff. Assist in the development, updating and distribution of these materials.
  29. Send permission numbers for enrollment/registration to students when appropriately authorized by the Associate Dean, Department of Business Chair, faculty or academic advisors.
  30. Provide information to applicants and students such as routine correspondence regarding applications, admission requirements, advisor information and related subjects.
  31. Compile data and statistics and assist in various studies regarding admissions as requested by the Associate Dean and Department Chair.
  32. Assist in registration period activities, and attend freshmen orientation, transfer transition, and new international student sessions to provide enrollment support and permission numbers when approved.
  33. Request and/or run Degree Audit Reporting System (DARS) reports for faculty when requested at semester enrollment times.
  34. Notify all faculty and their advisees of the advising periods, providing them with all needed information for proper registration and enrollment routines.

05% B. Budgeting

  1. Initiate and prepare budget related items (e.g., purchase requisitions and travel expense reports).
  2. Prepare travel expense forms regarding candidates' visits for chairs and faculty.

05% C. Recruitment

  1. Arrange interview appointments for recruitment for faculty/administrators at academic conferences and other professional meetings.
  2. Prepare and maintain confidential candidates' files, interacting with Human Resources at all appropriate steps involved.
  3. Maintain files for archives when search is complete.

10% D. Misc.

  1. Scan, duplicate, collate and distribute copies of typed materials for faculty/staff/administrators as requested.
  2. Sort, distribute and send out faculty/staff mail.
  3. Serve as "Key Operator" of copier equipment on the Second and Third Floors, and printers in the Department of Business in Molinaro Hall.
  4. Inventory and maintain department office supplies availability on a regular basis, and order when needed as authorized.
  5. Perform related tasks as requested, in support of CBEC programs.
  6. Archive and/or purge older student files as appropriate.


  • Incoming applicant should possess a high attention to accuracy and detail.
  • High level of commitment to a collegial environment and to customer service for Administrators, faculty, students and staff.
  • Knowledge of university accounting systems, and other general computer systems a plus; ability to use Excel is preferred.
  • The ability to manage multiple, ongoing tasks simultaneously with efficiency and professionalism.
  • The ability to manage multiple, ongoing tasks simultaneously with efficiency and professionalism.
  • Ability to navigate between and interpret policy from various departments and agencies on campus such as purchasing, financial, and MBA Consortium
  • Ability to communicate in an effective and professional manner with Administrators, faculty and students.

Ergonomic Requirements:

  • Sufficient mobility and dexterity to move around the office and the campus
  • Overhead lifting required for retrieving materials from shelving
  • Ability to lift and carry 10-25 pounds on occasion
  • Walking, kneeling, bending, stooping and standing
  • Reaching into drawers, filing cabinets and shelves
  • Manual dexterity required to work with keyboard, mouse and monitor
  • Exposure to computer monitor for extended periods of time
  • Sitting for extended periods of time


Education, Experience, Training And/or Certifications


  • Proficient in Microsoft Excel, Outlook, Word, PowerPoint, Office
  • Excellent customer service background
  • Experience working with diverse populations
  • Associate's Degree or a minimum of 4 years equivalent work experience


  • Proficient in Microsoft Access
  • Previous higher education experience
  • Previous experience with receptionist, front desk duties
  • Bachelor's Degree


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.

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).

In compliance with the Clery Act of 1998, the University of Wisconsin Parkside Crime Statistics Report is available at Call the UW-Parkside Campus Police Office at 262-595-2455 for a paper copy of the annual report.


The University of Wisconsin-Parkside is a comprehensive campus of the University of Wisconsin System with approximately 4800 students, 120 faculty, and 70 instructional academic staff offering 33 undergraduate majors and 3 master's degrees in 22 academic departments. The campus is located between the cities of Kenosha and Racine in southeastern Wisconsin, within the Chicago-Milwaukee corridor.

The university is situated on 700 acres of prairie and woodland approximately two miles west of Lake Michigan. Consisting of 15 buildings, the coherence and unity of the original campus design within its natural landscape has been sustained over four decades of development. Recent additions include a renovated and expanded student center, a 250 bed suite-style residence hall, and a greatly expanded and renovated center for the arts and humanities.


All applications are to be submitted electronically through our employment portal.

STEP 1: Please select the applicable link below:

External Applicants: (NOT currently employed by the UW System) 

Internal Applicants: (Currently employed by the UW System

STEP 2: Under "Basic Job Search" choose:

"Advanced Search", Job Opening ID: "11962"
Find Jobs Posted Within: "Anytime" click "Search"
Select "University Services Program Associate", click "Apply Now"

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:

  • Resume
  • Cover Letter
  • Three (3) Professional References

Your application will not be considered complete until all required documents are attached and all required fields are completed.

Deadline for application submission is 11:59PM July 1, 2016.

Contact Name: Nicole Ryan

Contact Phone: 262-595-2316

Contact Email:

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