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Program Assistant-Nurse Anesthetist Program

Apply now Job no: 497995
Work type: Full-time
Location: Oshkosh Campus
Categories: University Staff


Working Title: Program Assistant-Nurse Anesthetist Program
Official Title: University Services Program Assistant
Employment Class: University Staff
FTE: 1.0
Compensation: $15.73 - $18.86
FLSA Status: Non-Exempt
Terms of Employment: Continuous
Position Summary: This full time, continuous position reports to the Post-licensure Program Director within the College of Nursing (CON). The incumbent will have daily contact with prospective and current students, university services staff, faculty, academic staff, and administrators. An individual in this role must be self-motivated, have working knowledge of college and university policies and procedures, display professional communication skills, dress, manner, and function independently with little or no supervision. This position functions with a high level of confidentiality.


A1.  Notify prospective and active students and CON faculty of updates/changes in all policies/procedures.

A2.  Oversee student registration process for classes, as needed.

A3.  Schedule and build classes in SIS.

A4.  Maintain and monitor University, State Board of Nursing, and accreditation deadlines for CON programs/emphasis as necessary.

A5.  Notify the appropriate Director and other individuals of any student criminal history and expiring credentials.

A6.  Serve as CON representative on committees, as requested/needed; act as advocate for the CON.

A7.  Execute the admission interview process, including online registration, availability, faculty volunteers, evaluation tools, and ensure admission folders are complete. Create, distribute, collect, and compile student applications, ensure accuracy of online applications. Schedule, coordinate, and oversee admission process.

A8.  Initiate and develop admission process reports through compilation of data.

A9.  Maintain and enhance complex software documents related to admissions.

A10. Correspond with students and background check agency to evaluate health records and criminal background checks.

A11. Monitor and verify transfer courses with Office of Graduate Studies and  registrar; notify Director and/or Assistant Director(s) regarding deficiencies.

A12. Prepare orientation material for newly admitted students and assist at orientation.

A13. Collaborate with personnel in the Registrar’s office to assure smooth processes for admission, retention, and progression of CRNA students in program/emphasis.


B1.   Create/maintain software documents.

B2.   Track/update room requests for classes and class schedule.

B3.   Update/maintain current lists of students.

B4.   Maintain and update student files.

B5.   Maintain database of student health records, criminal background checks, liability insurance, current nursing license, BLS, ACLS, and PALS for all students in audit-ready status.

B6.   Maintain confidential records related to general student/faculty matters and student appeals, unprofessional conduct reports, and student concerns/complaints.

B7.   Retrieve academic information of current students.

B8.   Work collaboratively to maintain accurate and up-to-date CON NA website.

B9.    Process correspondence, i.e. compose letters, agenda, questionnaires, and interdepartmental correspondence.

B10.  Process clinical site approval forms.

B11.  Take minutes for meetings, as scheduled.

B12.  Obtain parking permits for visitors.

B13.  Serve as receptionist, make appointments, and maintain calendars for the Directors and Assistant Directors of program/emphasis.

B14.  Assist with emergency production demands in other areas of the CON, as needed. Organize notifications to employees regarding awards, gathers nominations and submits to CON leaders for selection.

B15.  Attend ongoing training or campus meetings, as needed.

B16.  Create and maintain program files and reports needed for evaluation, academic and accreditation purposes.

B17.  Assist with obtaining and compiling information as well as developing reports required for internal and external grant funding purposes.

B18.  Liaison with student and faculty support services, CON simulation center, and other university college departments as needed.

B19.  Other duties as assigned by the Dean’s office, Directors and/or Assistant Directors.

B20. May require some weekend/evening hours

  • Professional experience with MS Office Suite and Google applications.
  • Advanced keyboarding skills on laptop and desktop computers.
  • Comprehensive understanding of the general policies and resources of a public university.
  • High school diploma or equivalent.
  • Ability to manage multiple tasks and effectively work to meet tight deadlines.
  • Minimum of 3 years of administrative/clerical office experience.
  • Demonstrated commitment to Equity, Diversity and Inclusion.
  • Professional experience in an academic administrative/clerical office role.
  • Expert knowledge of: clinical agency health requirements, medical terminology, medical records, lab reports, HIPAA, CDC, OSHA, FERPA, clinical agency expectations for caregivers, and Wisconsin’s Caregiver Law.
  • Working knowledge of online learning platform (such as Canvas), including advanced functions and ability to quickly learn new programs (ie. Typhon and other NA student tracking systems and Qualtrics).
  • Working knowledge of: purchasing, travel expense reporting, and invoicing.
  • Intermediate to high-level proficiency with the University Student Information System (SIS), especially the functions of campus community, student enrollment, transcript request, application maintenance, and class building.
  • Professional experience coordinating academic admissions processes.
  • 5 years of administrative/clerical office experience.
  • Associate degree in a related field.
To Apply:

Applicants must submit the following documents using the online application:

Cover Letter, Resume, and contact information for three references.

For questions regarding your application and additional options to apply, contact Human Resources at or 920-424-1166.

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 2021. Job duties and responsibilities will remain the same. For more information please visit:

Application Deadline:

TO ENSURE CONSIDERATION: Applications received by November 5, 2020, are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. Application materials will be evaluated and the most qualified applicants will be invited to participate in the next step of the selection process. Incomplete and/or late application materials may not receive consideration.

If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact the Office of Human Resources.

Legal Notices:

AA/EO Statement
The University of Wisconsin Oshkosh (UWO) is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. We strongly encourage women, minorities, people with disabilities and veterans to apply. UWO, in compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, does not discriminate on the basis of race, color, national origin, religion, sex, sexual orientation, gender identity/expression, disability, or protected veteran status.

DEI Statement
Diversity drives innovation, creativity, and progress. At the University of Wisconsin Oshkosh, the culture, identities, life experiences, unique abilities, and talents of every individual contribute to the foundation of our success. Creating and maintaining an inclusive and equitable environment is of paramount importance to us. This pursuit prepares all of us to be global citizens who will contribute to the betterment of the world. We are committed to a university culture that provides everyone with the opportunity to thrive.

Reasonable Accommodations
UWO provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability, please contact or 920-424-1166. This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.

Confidentiality of Applicant Materials
UWO is a State agency and subject to Wisconsin's Open Records Law. UWO will not, however, reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsin's Open Records law. In certain circumstances, the identities of "final candidates" and/or the identity of the appointed applicant must be revealed upon request.

CBC & Reference Check Policy
All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.

Work Authorization
The University of Wisconsin Oshkosh does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term.

Annual Security and Fire Safety Report (Clery Act)
For the UWO Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see, or call UWOs Police Department, at (920) 424-1212 for a paper copy.


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Equal Opportunity and Affirmative Action Employer

All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.

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Reasonable Accommodations

The University of Wisconsin Oshkosh is committed to the full inclusion of all qualified individuals. As part of this commitment, UW Oshkosh will ensure that persons with disabilities are provided reasonable accommodations. If a reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact the Office of Human Resources, Equal Opportunity, Equity & Affirmative Action, (920) 424-1166 or