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Undergraduate Office Support

Apply now Job no: 497573
Work type: Full-time
Location: Oshkosh Campus
Categories: University Staff

Working Title:
Undergraduate Office Support
Official Title: University Services Associate II
Employment Class:
University Staff
FTE: 1.0
Compensation: $15 - $17 per hour
FLSA Status: Non-Exempt
Terms of Employment: Continuous
Position Summary: The Undergraduate Program Support team member is a vital role in the College of Business. This team member serves as the main point of contact for the Undergraduate Office in the College of Business by fielding questions via phone, email and in person. Additionally, the person in this position works closely with several College of Business staff members to provide excellent customer service to students and ensure efficient operating of the office. Throughout the year, this team member has the opportunity to help with a variety of tasks and collaborate with several university units.
Responsibilities

Support Undergraduate Admission, Enrollment Processes, and Scholarships (35%)

A. Process Student Admissions to the College of Business.    
1. Filter pending applicants from PeopleSoft student group. 
2. Create new spreadsheet for applicants.
3. Update applicant database with information from applications.
4. Investigate admission problems and find solutions with the UGPD and/or Associate Dean.
5. Review students’ admission eligibility.
6. Prepare application materials for the UGPD, Associate Dean, and faculty for review as needed.
7. Meet with admission appeal committee to review appeal eligible students, determine improvements in admission process, and implement changes.
8. Send student admission or rejection emails and document in students’ electronic record.
9. Notify Registrar’s Office staff of applicants' status.
10. Update appropriate online platforms with student information.

B. Assist with management of undergraduate College of Business scholarships.
1. Work with the scholarship staff to ensure accurate execution of the scholarship process.
2. Make updates to online scholarship portal.
3. Communicate scholarship timeline to key stakeholders such as students, faculty, scholarship reviewers, employers, alumni, donors, etc.
4. Serve as the point of contact for scholarship questions.
5. Create and process disbursement forms.
6. Serve as the main contact for the College of Business Honors and Awards ceremony (sending invitations, tracking attendees, collecting registration fees, etc.)

C. Assist in scheduling and class building process.
1. Build courses in PeopleSoft and make updates as needed.
2. Make room changes and schedule labs as needed.

D. Support the undergraduate waitlist process.
1. Send mass email to pre-business and business students each semester explaining the waitlist policy and how to respond to filled classes.
2. Provide guidance to students (walk-ins, phone calls, and e-mails) with inquiries related to the waitlist process.
3. Maintain waitlist database, monitor enrollments, and enroll students.

E. Add/drop students from classes after first day of class as requested.
1. Monitor, raise, or lower course registration limits per department policy.

F. Manage the student appeals process which include: late adds/drops, repeats, curriculum modifications, internal appeals, and re-entry from suspension.
1. Maintain appeals database and student files.
2. Forward appeals to the appropriate decision makers (Associate Dean, Department Chairs, UGPD, etc.) for review.
3. Send correspondence to students confirming appeal decisions, share appeal decisions with the Registrar’s Office (when necessary) and document appeal decisions in students’ files (electronic and physical).
4. Process Independent Study forms, Change of Evaluation forms, and Credit Overload forms and maintain files. Obtain necessary signatures and route paperwork accordingly.

 

Undergraduate Program Support (35%)

A. Serve as the undergraduate office primary point of contact.
1. Serve as a point of contact for individuals visiting College office for appointments, meetings, or inquiries; assist and direct them to appropriate offices as needed.
2. Answer telephones, take messages, route calls.
3. Make appointments and schedule meetings.
4. Assist with the supervision of student assistants.
5. Provide curriculum information to students.

B. Support the undergraduate program.
1. Conduct an ongoing review of College of Business website, ensuring integrity of content by updating and publishing program related web page.
2. Collaborate with the Undergraduate Programs Committee (UPC) chair to set meeting agendas, take meeting minutes, follow up on action items, post meeting minutes, post meeting agendas, etc.
3. Process, track, and communicate curriculum modification documents (Forms A, B & C) with the appropriate university units.
4. Maintain current listing and email list of the College of Business club presidents.
5. Update student email lists for business and pre-business students on the 15th of each month and after admission process completed.     
6. Moderate and approve emails that use the College of Business student email lists.
7. Update the College of Business portion of Undergraduate Bulletin every two years.  
8. Update the undergraduate planning worksheets as necessary in collaboration with academic advisors.
9. Function as vendor liaison for supplies, equipment, and software for UG office.
10. Reconcile undergraduate office budget using WISDM and Oracle.

 

Support Undergraduate Professional Development Program (15%)

A. Internship Requirement
1. Schedule appointments for students to meet with the internship coordinator and other staff that support the internship program.
2. Assist students with general questions about the requirement and internship postings.
3. Enroll students in internship and co-op classes. Put indicator on students’ accounts for co-ops.
4. Notify students via email about their internship enrollment.

B. College of Business College to Career Conference (C2C) event
1. Attend C2C committee planning meetings to assist with the development and implementation of the event.
2. Help manage event logistics.
3. Co-supervise student assistants in planning and marketing.
4. Keep record of employer payments and function as vendor liaison.
5. Reconcile payments using WISDM and Oracle.

 

Support College-Wide Activities (10%)

A. Provide back up for all College of Business support staff ensuring a friendly and cohesive team approach.
B. Assist with College of Business events such as Beta Gamma Sigma (BGS) and Undergraduate Honors & Awards Ceremony.
C. Provide support to university activities such as Career Fairs, Titan Takeoff, Academic Open House, and Preview Days.

 

Other duties as assigned by supervisor (5%)

Qualifications  
Required: 1. Strong organizational skills and attention to detail related to records management.
2. Proficiency with Microsoft Office: Word, Excel, Access, Outlook.
3. Excellent customer service skills.
4. Ability to prioritize and manage multiple projects at the same time.
5. Strong interpersonal and communication skills via phone, in-person, and email.
6. Capacity and willingness to learn new processes and software applications quickly.
7. Willingness to take initiative and improve processes.
Preferred: 1. Proficiency with databases, such as: PeopleSoft, Handshake, Navigate.
2. Event planning experience.
3. Higher education experience.
To Apply:

Applicants must submit the following documents using the online application:

  1. Resume
  2. Cover Letter
  3. Contact Information for 3 Professional References

 

For questions regarding your application and additional options to apply, contact Human Resources at recruitment@uwosh.edu 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 Spring 2020. Job duties and responsibilities will remain the same. For more information please visit: wisconsin.edu/ohrwd/title-and-total-compensation-study/.

Application Deadline:

TO ENSURE CONSIDERATION: Applications received by February 9, 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.

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 afaction@uwosh.edu 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 https://uwosh.edu/police/, or call UWO’s Police Department, at (920) 424-1212 for a paper copy.

 

35 
Support Undergraduate Admission, Enrollment Processes, and Scholarships
A.	Process Student Admissions to the College of Business.    
1.	Filter pending applicants from PeopleSoft student group. 
2.	Create new spreadsheet for applicants.
3.	Update applicant database with information from applications.
4.	Investigate admission problems and find solutions with the UGPD and/or Associate Dean.
5.	Review students’ admission eligibility.
6.	Prepare application materials for the UGPD, Associate Dean, and faculty for review as needed.
7.	Meet with admission appeal committee to review appeal eligible students, determine improvements in admission process, and implement changes.
8.	Send student admission or rejection emails and document in students’ electronic record.
9.	Notify Registrar’s Office staff of applicants' status.
10.	Update appropriate online platforms with student information.

B.	Assist with management of undergraduate College of Business scholarships.
1.	Work with the scholarship staff to ensure accurate execution of the scholarship process.
2.	Make updates to online scholarship portal.
3.	Communicate scholarship timeline to key stakeholders such as students, faculty, scholarship reviewers, employers, alumni, donors, etc.
4.	Serve as the point of contact for scholarship questions.
5.	Create and process disbursement forms.
6.	Serve as the main contact for the College of Business Honors and Awards ceremony (sending invitations, tracking attendees, collecting registration fees, etc.)

C.	Assist in scheduling and class building process.
1.	Build courses in PeopleSoft and make updates as needed.
2.	Make room changes and schedule labs as needed.

D.	Support the undergraduate waitlist process.
1.	Send mass email to pre-business and business students each semester explaining the waitlist policy and how to respond to filled classes.
2.	Provide guidance to students (walk-ins, phone calls, and e-mails) with inquiries related to the waitlist process.
3.	Maintain waitlist database, monitor enrollments, and enroll students.


E.	Add/drop students from classes after first day of class as requested. 
1.	Monitor, raise, or lower course registration limits per department policy.

F.	Manage the student appeals process which include: late adds/drops, repeats, curriculum modifications, internal appeals, and re-entry from suspension.
1.	Maintain appeals database and student files.
2.	Forward appeals to the appropriate decision makers (Associate Dean, Department Chairs, UGPD, etc.) for review.
3.	Send correspondence to students confirming appeal decisions, share appeal decisions with the Registrar’s Office (when necessary) and document appeal decisions in students’ files (electronic and physical).
4.	Process Independent Study forms, Change of Evaluation forms, and Credit Overload forms and maintain files. Obtain necessary signatures and route paperwork accordingly.

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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.

Contact Us

recruitment@uwosh.edu

920-424-1166


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 afaction@uwosh.edu.