Program Associate College of Science, Technology, Engineering, Mathematics and Management

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Position Title:

Program Associate (2 Positions) - College of Science, Technology, Engineering, Mathematics and Management

University Staff

Regular

Administrative Assistant II

Official UW Title (Code) /

Job Description:

Administrative Assistant II (AD002)

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

QUALIFICATIONS

Minimum / Required

• Two-year Associate Degree and/or higher degree

• 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 computer hardware and standard business software programs (e.g. word processing, spreadsheets, database) 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.

Highly Desired/Preferred

• Experience in a higher education environment.

• Related working experience

• Knowledge of student database systems.

• Ability to lead, assist and direct others in and outside of the department

• Experience with Excel, Peoplesoft, Access Stout, and Contact Manage and other related software to query and provide data for program directors.

RESPONSIBILITIES

Essential Job Functions and Responsibilities 

95%

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

• 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. 
• 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.   
• Assign student advisors and coordinate advising strategies with program directors. 
• Assist program directors in development and maintenance of marketing materials. 
• Assist program directors to schedule and coordinate advisement day activities, including organizing and providing current materials and information. 
• Reserve and set up display booth/materials for events (i.e., campus preview days, new student orientation, conferences, and workshops) as needed. 
• Assist program directors to hire and supervise student workers as needed. 
• 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. 
• 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. 
• Assist program directors with calendar management and scheduling of advising appointments. 
• Provide packets for visiting students and parents as needed. 
• Assist associate dean to coordinate program management. 
• Assist program directors with communication with service offices on campus. Assist program directors, faculty, and associate dean with accreditation (editing documents, ordering supplies, arranging accreditation team visits, record keeping etc.) 
• Order supplies and materials following campus purchasing policies and procedures.  Coordinate with appropriate academic department associate or budget manager regarding funding.   
• Assist program directors with coordination of co-ops/internships for students. 
• Protect the privacy of educational records following FERPA policies and procedures. 

5%

B. Miscellaneous 

• Attend professional meetings, workshops, and classes to…