Program Associate

Current Employees: If you are currently employed at any of the Universities of Wisconsin, log in to Workday to apply through the internal application process.

Position Title:

Program Associate

Job Category:

University Staff

Employment Type:

Regular

Job Profile:

Administrative Assistant III

Job Duties:

The Program Associate reports to the Director of TRIO Student Support Services. The Program Assistant is responsible for general office organization, administrative support and data entry for the office, and assistance with budget reconciliation and personnel processes.

Key Job Responsibilities:

Office Support (40%)

• Provides coverage of the front desk, assesses issues, and directs callers to the appropriate staff. May schedule appointments or make referrals as necessary. 

• Schedules weekly staff meeting, visioning days, training sessions, and other staff meetings. Prepares/distributes notices, agendas, and materials. Takes/distributes notes on staff meetings. 

• Coordinates updating the campus directory and updates the TRIO SSS website.  

• Implements office policies and procedures established by the Office of Student Opportunity and Excellence, the Executive Director of OSOE, and the Grant Director. Follows state, federal, and UW-Stout guidelines.  

• Manages detail work to assist with efficiency and organization of the department. 

• Provides administrative support for events and programming, including support for the TRIO Bridge program, TRDIS classes, and Peer Leader/Mentor programming. Assists the office with logistics and event planning. Collects attendance sheets for events and uploads documentation. 

• Completes food requisitions, space requests, dining orders, transportation logistics/purchases, office supply purchases, key requests, directory updates, and other forms as necessary. 

• Coordinates office purchases; prepares and processes requisitions for services, supplies, and permanent property. Records and reconciles purchase statements.  

• Coordinates mail procedure, inventory process, and general organization of supplies and storage areas.  

Data Entry (25%) 

• Provides support to office staff utilizing Empower software system designed for Federal TRIO Annual Performance Reporting.  

• Uploads student application data to the Empower software program; audits Empower for accuracy of information; pulls data from AccessStout, EAB Navigate, and Stellic on student holds, balances, FAFSA completion, grades, and other needed areas; and updates student database and Empower from data pulls.  

• Adds new students to the TRIO SSS Connect and to the TRIO SSS Canvas.  

• Coordinates SSS Indicator in Access Stout and EAB for new students.   

• Complies evaluation data into a semester report and distributes report to campus partners. Assists in the creation, implementation, and distribution of evaluation forms and evaluation data pulls. 

• May conduct data pulls as necessary upon request of the TRIO administrators. Uses discretionary judgment in handling sensitive and confidential matters, including student data records. 

• Data lead for Student Support Services producing data for UW System, US Federal Government, and UW-Stout. Works with personnel in PARQ as necessary.  

Budget Reconciliation and Personnel Support (25%) 

• Follows federal, state, and university policies to maintain compliance. Demonstrates knowledge in and understands federal guidelines for the TRIO SSS grants.  

• Uses discretionary judgment in handling sensitive and confidential matters including reconciliation of the budget that includes access to highly confidential documents including contracts, renewals/non-renewals, and personnel information and access to personnel and student information as the data lead for the department.  

• Reconciles federal grant budgets using post-award reports and Workday.   

• Projects encumbrances to be expended by the end of the project year.  

• Verifies expenditures and accounting postings to determine accuracy and appropriateness on a timely basis.  

• Coordinates with the Director, office budget manager, the pre-award office (ORSP), and the post-award office (Business and Financial Services) to maintain fiscal health of the department.  

• Completes expense reports, purchase orders, and other financial forms as needed. 

• Completes personnel processes on Workday including hiring student workers.  

• Coordinates travel arrangements and reservations assuring that all forms are prepared and processed. Interprets travel regulations to assure compliance on prepared Travel Expense Reports.  

• Maintains appropriate fiscal documentation.  

Other Duties as Assigned (10%) 

• Utilizes Microsoft Office Suite, Workday, UWBI, BP Logix, Connect, Access Stout, Blumen software system, and other IT systems as appropriate. 

• Completes other duties as assigned by TRIO SSS administrators. 

Department:

UW-Stout’s TRIO Student Support Services (SSS) program provides supplemental academic support and services for its 550 student participants. The department strives to increase the retention and graduation rates of first-generation students, students who meet federal low-income criteria, and students with disabilities. The department is funded by three federal TRIO grants: Student Support Services, Student Support Services: Disability, and Student Support Services: STEM.

Funding for this position is contingent upon federal funding.

Additional Information:

Minimum starting base salary of $20/hour commensurate with qualifications and experience. This position is full-time at 40 hours/week for 12-months. A six-month probationary period is required.

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. Employment is contingent upon federal funding of the Student Support Services grants.

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

Official transcripts for bachelor’s degree required at time of hire.

Required Qualifications:

• High school diploma
• Minimum of (2) years of experience in clerical setting(s)
• Formal training and/or work experience navigating complex software systems (examples include: PeopleSoft/Access Stout, EAB Navigate, Stellic, Canvas, Empower/Blumen, Workday, BPLogix, Microsoft Office Suite, etc).
• Formal training and/or work experience in budgeting, budget reconciliation, and/or budget auditing
• Demonstrated success in detail-oriented work that encompasses multiple deadlines
• Demonstrated success working within a team environment
  

Preferred Qualifications:

• Bachelor’s degree in higher education, social work, education, counseling, educational leadership, or related fields from an accredited college or university
• Professional/Personal experience or knowledge of overcoming barriers similar to project participants (first-generation college students, low-income students, and students with disabilities)
• Professional experience working with a TRIO federal program or similar related program/project    
  

How to Apply:

Complete applications received by end of day, November 12, 2026, are ensured full consideration. Applications submitted after November 12, 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

Required application materials:

• Cover letter (* See below)
• Curriculum vitae or 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.

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.

Contact Information:

For questions regarding this position or recruitment, please contact:

Search Chair: Simon Brown, Office Manager for the Achievement Center

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 Simon Brown ([email protected])

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.