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Graduate Student Services and Operations Specialist

Apply now Job no: 497307
Work type: Full-time
Location: Oshkosh Campus
Categories: University Staff

Working Title: Graduate Student Services and Operations Specialist
Official Title:
University Services Program Associate
Employment Class:
University Staff
FTE: 1.0
Compensation: $15.42 - $17.00/hour
Terms of Employment: Continuous
Position Summary: This position has daily contact with prospective and current graduate students, university staff, academic staff, faculty, and administrators. There are three main areas under which this position’s responsibilities lie --- 1) admissions and records operations, 2) current and new graduate student support services, and 3) administrative and curricular activities of the Graduate Council and Graduate Studies.
The Office of Graduate Studies strives to provide efficient services, organized and understandable information, and timely and professional customer service. Regardless of the tasks, the person holding this position must work cooperatively and collegially with everyone s/he interacts. Although tasks and responsibilities may be listed separately, in practice they are highly interrelated and interdependent.
This position works closely with the department’s Student Status Examiner and Director of Graduate Services. The Director of Graduate Services is this position’s direct supervisor and the Director will provide formal supervision and performance evaluations. In the future, this position may provide more direct administrative support to a Dean or other senior administrator of Graduate Studies.

55% Admissions and Records Operations

• Be the co-primary contact for inquiries, requests, etc. for the Graduate Studies Office. Handle prospective student inquiries and requests of domestic and international students.

• Aid with processing and activities related to inquiries, requests, prospective student generation, applications and admissions flow, and student record maintenance.

• Coordinate, develop, and deploy the functionalities of the Constant Contact communication/marketing system (in the future this will be SalesForce Marketing Cloud) to share, promote, and collect information for prospective, new or current students. Extract and organize data and information from Constant Contact to analyze, distribute, report, and use to improve the utilization of the system.

• Co-monitor and -manage the Graduate Studies Office email account.


35% Current and New Student Support and Services

• Coordinate the final review, format, and publication of all graduate dissertation, thesis, or other culminating research manuscripts. Carry out on-going research, planning, and implementation of changed or new procedures that effectively use digital/electronic platform(s) and shared database environment(s).

• Administer the graduate assistantship (GA) program and budget. Carry out information-gathering, planning, and implementation of changed or new procedures that re-engineer the application, appointment, hiring, and monitoring processes to be more online/digital.

• Administer the Advanced Opportunity Program (AOP) grant and budget. Carry out information-gathering, planning, and implementation of changed or new procedures that effectively use digital/electronic platform(s) and shared database environment(s). Ensure compliance with University of Wisconsin System, Financial Aid, and Student Financial Services requirements and guidelines for AOP.

• Administer the Student Titan Employment Program (STEP) and budget. Carry out information-gathering, planning, and implementation of changed or new procedures that effectively use digital/electronic platform(s) and shared database environment(s).  Ensure compliance with University requirements and guidelines for STEP.

• Coordinate activities and administrative support for honors and awards specific to graduate students, graduate faculty, and graduate studies in general. 


10% Graduate Council Administrative and Curricular Activities

• Fulfill administrative support to the Graduate Council, Chair of the Graduate Council, Graduate Council Executive Committee, other senior Graduate Studies’ administrator, or the Director of Graduate Services.

• Facilitate the graduate curriculum approval and review processes between the Graduate Studies Office and any areas engaged in curricular matters at the graduate level. Carry out information-gathering, planning, and implementation of changed or new procedures that effectively use digital/electronic platform(s) and shared database environment(s).

• Coordinate the collection of information and maintain the database of graduate faculty and graduate instructional academic staff.

• Perform research, information gathering, or data analysis when directed, for the groups or individuals involved in graduate studies matters.


  • Managing multiple tasks and organizing work effectively to meet multiple and impending deadlines. This includes balancing answering phones, managing email, working on a desktop computer, handling walk-in customers, and otherwise coping with distractions.
  • Maintaining an even temperament and able to quickly resume tasks when subject to on-going interruptions. Able to concentrate for short times and long periods.
  • Interacting professionally, courteously, and interpersonally, maintaining positive working relationships with graduate program coordinators, staff, and students.
  • Maintaining confidentiality and observing all applicable University, UW System, state, and federal policies and regulations that protect the privacy of all student information and record data.
  • Adjusting work schedules collaboratively with department colleagues as workload and vacations warrant.
  • Working for extended periods at a desk and/or desktop computer.
Required: • Experience using the PeopleSoft Student Information System or other databases of record information
• Experience with Outlook, Office 365 suite of apps, and Google Drive for email, calendar, shared drive functions, task management, and other
• History of positive student support/customer service experience
• Strong grammar and spelling skills to write professional correspondence/emails and speak and convey thoughts clearly
• Capacity to learn new or changed processes or applications quickly
• Accurate and efficient keyboarding skills
Preferred: • Experience with or the capacity to understand, and work within a bureaucracy; a background in a higher education organization(s) is helpful.
• Exposure to university policies and procedures; knowledge of UW System policies and procedures helpful
• Knowledge of or capacity to review and edit research-writing styles (APA, MLA, ASM, Chicago, etc.) within written manuscripts
• Familiar with or have used ImageNow or other optical document storage system.
• Exhibit initiative and sound judgment
• Working knowledge of interfacing with common social media platforms such as Facebook and Twitter
• Analyze information or data
• Working with departmental budgets; university/higher education budgets a plus
• Can perform basic mathematical calculations and comparative data analysis
• Possess a bachelor’s degree
To Apply:

Applicants must submit the following documents using the online application:

  • Letter of Application
  • Current Resume
  • List of three references with current telephone number and email address

Note that due to budget limitations, we are unable to reimburse finalists who come to campus for an in-person interview any expenses related to travel to/from campus for an interview.

UWO is committed to building a culturally diverse employee workforce and strongly encourages women, minorities, individuals with disabilities, and veterans to apply.

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

Application Deadline:

TO ENSURE CONSIDERATION: Applications received by September 27th, 2019 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.


Advertised: Central Daylight Time
Applications close:

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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