Program Assistant

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Position Title:

Program Assistant

Job Category:

University Staff

Employment Type:

Terminal (Fixed Term)

Job Profile:

Administrative Assistant II

Job Duties:

Program Assistant

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

A full-time university project staff position is available in the Department of Counseling, Rehabilitation, and Human Services. The business title for this assignment is Program Assistant. This grant funded position is expected to continue through September 2031, which requires a six-month probationary period and renewed annually.  At the culmination of grant funding, a permanent position may become available, and the applicant may be eligible to apply through the standard recruitment process. The expected hourly hiring salary will be based on qualifications and experience, with a minimum of $19/hour. Full UW-System benefits apply. 

This position is supported by the Centers for Medicare & Medicaid Services (CMS) of the U.S. Department of Health and Human Services (HHS) through a subaward as part of a financial assistance award made to the State of Wisconsin Department of Health Services. The contents are those of the author(s) and do not necessarily represent the official views of, nor an endorsement, by CMS/HHS, or the U.S. Government.

QUALIFICATIONS

Minimum / Required 

• High school diploma or equivalent 

• Minimum 2 years of administrative or office support experience 

• Strong organizational and time management skills with ability to manage multiple priorities 

• Knowledge of common office operations and ability to quickly learn administrative applications 

• Ability to conduct tasks professionally, accurately, and confidentially 
• Ability to work independently and collaboratively in a team environment

Highly Desired/Preferred 

• Associate or Bachelor’s degree 

• Previous college/university/institutional experience 

• Experience successfully navigating complex organizational and administrative policies and procedures 

• Familiarity with software such as Workday and administrative computing systems such as course schedules

RESPONSIBILITIES 

The Program Assistant serves as administrative support for the Clinical Mental Health Counseling and Master’s in Social Work programs within the Department of Counseling Rehabilitation and Human Services Department. The Program Assistant reports to and works closely with the grant primary investigator and provides support and aid to students, faculty, and programs. 

• Assist with monitoring, tracking, and reconciling the grant budget, funds, services and supplies, and purchasing expenses.

• Assist with accreditation processes, including documentation, scheduling site visits, etc.

• Coordinate and manage programmatic and administrative responsibilities including scheduling, data & information management, record keeping and reporting related to program operations. 

• Assist faculty with purchases to support program development, marketing, teaching and scholarship activities. 

• Serve as search committee coordinator when needed for department recruitment. 

• Serve as back-up receptionist for the department as needed.

DEPARTMENT INFORMATION 

The Department of Counseling, Rehabilitation and Human Services is characterized by committed student-centered professionals who value teaching in a collaborative and participatory work environment. The Department is committed to creating an inclusive campus community. Candidates who have experience working collaboratively with diverse individuals and/or groups and who can contribute to fostering an inclusive environment are encouraged to identify their experience in these areas. Graduates of the program are well-prepared to serve in a variety of diverse settings including public policy programs, mental health care agencies, schools and educational environments, non-profit organizations, Independent Living Centers, community-based agencies, hospital settings, and more. Program faculty also actively engage in collaborative scholarly work with campus, national, and international stakeholders.

APPLICATION INSTRUCTIONS

Complete applications received by end of day, Monday, October 5, 2026 are ensured full consideration. Applications submitted after October 5, 2026 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 

Due to system limitations, applicants may upload no more than five (5) attachments. Please combine documents where appropriate.

Required application materials: 

• Cover letter (* See below)

• 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.

Official transcripts required at time of hire.

For questions regarding this position or recruitment, please contact:

Search Chair: Andy Felton

Email: [email protected]

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: Traci Rassbach

Email: [email protected]

ADDITIONAL INFORMATION 

Minimum starting hourly rate of $19.00, commensurate with qualifications and experience.  

A six-month probationary period is required

University of Wisconsin-Stout Polytechnic does not offer H-1B or other employment-based visa sponsorship for this position. In addition, UW-Stout is not an E-Verify employer and, therefore, cannot support employment authorization under the STEM OPT extension program. 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 for maintaining valid work authorization throughout the employment term. If you have questions regarding employment eligibility, please contact Human Resources at 715-232-2149.

Key Job Responsibilities:

• Tracks, stocks, orders, and inventories office supplies to ensure adequate materials are available for workplace operation

• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations

• Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures

• Serves as first point of contact for individuals and groups providing basic organizational information via phone, in person, and through other communication mediums, routing more complex inquiries to the appropriate entities

Guidelines to ensure consideration:    

• Applicants must complete all required fields and attach all required application materials.     

• Within your cover letter address each of the Minimum/Required Qualifications specified for this position. For each required qualification, describe your relevant experience, using specific examples from your work history to illustrate how your experience satisfies the requirement.  

It is the policy of UW-Stout Polytechnic 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.   

The Universities of Wisconsin provides an excellent benefits package including participation in the Wisconsin State retirement plan, demonstrating our commitment to the diverse needs of our employees. 

• Employee Benefits:  https://www.wisconsin.edu/ohrwd/benefits/

• To calculate the estimated value of your total compensation, use the Health & Retirement Contributions Estimator | Employee Benefits (wisconsin.edu)

Employment is contingent upon the final candidate’s completing a criminal background check and being cleared to work by the Human Resources Office.  Employment is also contingent upon the final candidate passing reference checks and an essential job function test, as applicable. The reference check process includes asking the final candidates’ professional references questions regarding employee misconduct, sexual violence, and sexual harassment. Reference checks must be conducted at a minimum with three professional references, at least one of which must be a prior supervisor.

Final candidates with previous employment within the Universities of Wisconsin and State of WI agencies will be subject to additional reference checks. 

In response to a public records request, the Universities of Wisconsin 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 Polytechnic 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: https://www.uwstout.edu/life-stout/police-and-parking/clery-information

UW is an Equal Opportunity Employer
Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, status as a protected veteran, or any other bases protected by applicable federal or State law and UW System policies. We are committed to building a workforce that represents a variety of backgrounds, perspectives, and skills, and encourage all qualified individuals to apply.