Job Description

Job ID
UW Stout;Menomonie, WI
Full/Part Time


The College of Science, Technology, Engineering, Mathematics and Management is seeking applications for three Administrative Assistant II - Program Associate positions.

Essential Job Functions and Responsibilities

95% A. Academic program support for programs in the College of Science, Technology, Engineering, Mathematics and Management

  1. Assist program directors by providing information to program directors, department chairpersons, administrative staff, faculty, students, off-campus representatives, parents and prospective students, resolving issues and coordinating activities.
  1. Use appropriate software and campus systems (i.e., Excel, Peoplesoft, Access Stout, UWBI, and Contact Manager …) to obtain student data as requested and update student information for program directors.
  1. Assign student advisors and coordinate advising strategies with program directors.
  1. Assist program directors in development and maintenance of marketing materials.
  1. Assist program directors to schedule and coordinate advisement day activities, including organizing and providing current materials and information.
  1. Reserve and set up display booth/materials for events (i.e., campus preview days, new student orientation, conferences, and workshops) as needed.
  1. Assist program directors to hire and supervise student workers as needed.
  1. Work with program director 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.
  1. Assist program directors in logistical preparations for Advisory Committee meetings (managing agendas, minutes, room reservations, food arrangements, parking passes, etc.), follow-up and other details as needed.
  1. Assist program directors with calendar management and scheduling of advising appointments.
  1. Provide packets for visiting students and parents as needed.
  1. Assist associate dean to coordinate program management.
  1. Assist program directors with communication with service offices on campus.
  1. Assist program directors, faculty, and associate dean with accreditation (editing documents, ordering supplies, arranging accreditation team visits, etc.)
  1. Order supplies and materials following campus purchasing policies and procedures. Coordinate with appropriate academic department associate or budget manager regarding funding.
  1. Assist program directors with coordination of co-ops/internships for students.
  1. Protect the privacy of educational records following FERPA policies and procedures.

5% B. Miscellaneous

  1. Attend professional meetings, workshops, and classes to enhance job performance as appropriate.
  1. Assist with CSTEMM supported conferences, seminars, workshops, colloquiums, employer visits to classes, and other events as needed.
  1. Additional duties as necessary (assigned by college administration)



  1. Takes initiative to problem solve and prioritize work
  2. Excellent communication skills (both verbal and written).
  3. Excellent attention to detail, proofreading, editing and organizational skills.
  4. Excellent judgment including sensitivity to personal and confidential information.
  5. Excellent interpersonal, and customer service skills.
  6. Work independently and as part of a team environment and on collaborative efforts.
  7. Excellent computer skills and proficiency in Microsoft Office (Excel, Outlook, and Word)
  8. Ability and desire to work with students, faculty, program directors and administrators.


    1. Two-year Associate Degree and or 2 years or more experience working in a higher education setting.
    2. Related working experience.
    3. Experience with Excel, Peoplesoft, Access Stout, UWBI, and other related software to query and provide data for stakeholders.
    4. Knowledge/Skills and Abilities

      • Excellent verbal and written communication skills
      • Excellent judgment including sensitivity to personal and confidential information.
      • Excellent interpersonal, and customer service skills in working with a diverse community.
      • Working knowledge of software programs and the Internet.
      • Have the ability to delegate and prioritize work.
      • Attention to detail, proofreading and editing skills.
      • Good work habits, such as attendance, punctuality, accountability, thoroughness and resourcefulness.
      • Work independently and as part of a team environment and on collaborative efforts.
      • Experience in a higher education environment.
      • Knowledge of student database systems.
      • Ability to lead, assist and direct others in and outside of the department
      • Experience with Microsoft Office products.

      Physical Demands

      While performing the duties of this position, the employee must have a) the mobility to work in a standard office setting and to use standard office equipment, b) hearing and speech to converse in person and over the telephone and c) vision to read printed materials and a computer screen. Accommodation may be made for some of these physical demands for otherwise qualified individuals who require and request such accommodation.

      Working Conditions and Environment

      There are no unusual working conditions or environmental factors associated with this position.


      University of Wisconsin-Stout prepares lifelong learners, ethical leaders, and responsible citizens in an equitable, inclusive, and sustainable environment through collaborative career-focused programs that integrate applied learning, theory, and research. UW-Stout is committed to developing an inclusive community that fosters a rich, dynamic, and collaborative environment in which to work and grow, celebrating the diversity of individual perspectives and experiences.

      A member of the University of Wisconsin system, UW-Stout is unique within the University of Wisconsin System--it is named after its founder, James Huff Stout, and holds the distinction of being Wisconsin’s Polytechnic University, a designation which highlights our combination of applied learning, real-world experiences, and an integrated liberal arts foundation.

      UW-Stout offers 47 undergraduate and 23 graduate degrees, including 21 masters and 2 advanced degrees. The current enrollment is approximately 8,000 students.

      UW-Stout is committed to investing in and ensuring access to equitable, diverse, and inclusive learning, student living, and work environments that reflect our regional and global connections.

      The UW-Stout campus community enjoys opportunities for cross-disciplinary collaboration, state-of-the-art facilities, and a modern digital environment. UW-Stout values innovative approaches to solving problems in society and industry and encourages collaboration within and across disciplines and professions.

      The university is on a beautiful campus in Menomonie, situated in western Wisconsin, 60 minutes east of Minneapolis-St. Paul on Interstate 94. Located in the scenic Chippewa Valley region with a population base of more than 200,000, Menomonie is a city of more than 16,400, surrounded by lakes, streams, and woodlands. For more information about the UW-Stout community and region visit:

      Facts and data about the university:


      The normal work schedule for this position is 8:00 a.m. to 4:30 p.m., Monday to Friday.

      The minimum starting salary is $17.00/hour. The hourly rate for this position is based on experience and available budget. A six-month probation is required. The UW System provides an excellent benefits package including participation in the Wisconsin State Retirement Plan to qualified applicants. Benefit details can be found at:

      All qualified candidates meeting application requirements will receive consideration for employment and will not be discriminated against. As an equal employment opportunity and affirmative action employer, UW-Stout welcomes applications from individuals from diverse groups; veterans, individuals with disabilities and from historically excluded populations. UW-Stout provides equal opportunity to all persons and is committed to inclusive excellence. At UW-Stout we value our differences and welcome diverse perspectives as we continually commit to developing an inclusive and equitable environment for all employees and students.

      Employment is contingent upon the final candidate’s completing a criminal background check and being cleared to work by the Human Resources team. Employment is also contingent upon the final candidate passing a reference check process. The reference check process includes asking the final candidate and most recent supervisor questions regarding sexual violence and sexual harassment. Final candidates with previous employment within the UW System and State of WI agencies will be subject to additional reference checks.

      Must be authorized to work in the U.S. Sponsorship is not available for this position. A successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment and maintain work authorization throughout the employment term. If you have questions regarding this, please contact our Human Resources office, Phone: 715.232.2149.

      In response to a public records request, the University of Wisconsin System will not reveal the identities of applicants who request confidentiality in their online application, except that the identity of the successful final candidate will be released. See Wis. Stat. sec. 19.36(7).

      UW-Stout is committed to providing safety and security of all members of our community in accordance with the Clery Act. For campus safety information and crime statistics visit:

      TO APPLY

      Screening of applications will begin 10/21/2021 and may continue until the position is filled. To ensure consideration, complete applications must be submitted by 11:59 p.m. on 10/20/2021.

      Applicants will need to complete all required fields and attach all required documents prior to submitting the online application.

      Please be sure you have included the following documents:

      - Cover letter specifically addressing how you meet the minimum and preferred qualifications

      - Current resume

      - Names and contact information for a minimum of three professional work references

      Before starting the online application process, we recommend you preview the frequently asked questions (FAQs) available at:

      It is the policy of UW-Stout to provide reasonable accommodation to qualified applicants with disabilities. If you need assistance, or accommodation in applying because of a disability, please contact us using the information below. Employment opportunities will not be denied because of the need to make reasonable accommodation for a qualified individual's disability.

      For question regarding this position or recruitment, or your application please contact:

      Search Chair: David Ding


      Phone: 715-232-1195

      Job Family: Staff

      The University of Wisconsin System is engaged in a Title and Total Compensation (TTC) project to redesign job titles and compensation structures. As a result of the TTC project, official job titles on current job postings may change in Fall 2021. Job duties and responsibilities will remain the same. For more information please visit: