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University Services Program Associate

Apply now Job no: 497786
Work type: Full-time
Location: Oshkosh Campus
Categories: University Staff

Working Title: University Services Program Associate 
Official Title: University Services Program Associate 
Employment Class: University Staff 
FTE: 1.0
Compensation: $15.73 - $20.05/hour
Terms of Employment: Continuous, non-exempt
Position Summary: This position provides administrative support to the Tutor Coordinator, Learning Assistance Coordinator and Director for the Center for Academic Resources (CAR). This position has daily contact with university students, faculty, and staff in coordination of tutoring services. The CAR University Services Program Associate (USPA) will have primary ongoing responsibility for student worker documentation throughout the hiring and employment process, data management, and will provide assistance with reporting of student performance and other reports as requested to support university initiatives. The USPA will assist with the daily operation of the tutoring program, maintain the department’s website, complete employment records and supervise student office assistants. The USPA will also collaborate with the Director to manage and report on the budget of the department’s various funding sources. The position requires excellent communication, the ability to work with a broad range of people, and the ability to adapt to change and support the Center’s mission to promote student learning. This position reports to the Director of the Center for Academic Resources and will have standard work hours of Monday through Friday, 7:45 a.m. – 4:30 p.m.
A. Student Information Management 40% 
A1: Process all documents for a large number of student workers using HRS student hiring procedures. A2: Create reconciliation reports of student worker hours using Navigate and work with Learning Assistance Coordinator to keep accurate records of missed sign outs. A3: Utilize the student information database (PeopleSoft) to collect grade, course, standing, and instructor information to ensure sufficient and quality student employment within Center. A4: Assist Center Staff in collection and reporting of student data as related to campus initiatives, grants, and research projects. A5: Review applications for new office assistant and tutor positions, keep track of materials received, and coordinate the hiring and training process for each candidate. A6: Create confidential reports such as tutor evaluations and track private information such as grades, credits earned, and GPAs.

B. Tutoring Program 30% B1: Assist with daily operation of the tutoring program – responsible for maintaining center’s email account where daily tutoring requests are received. B2: Assist with tutoring program recruitment and hiring as point of contact for department – train tutors on HRS system for logging hours and set up tutor training dates. B3: Complete data entry for all tutor program related components – maintaining spreadsheets that contain employed tutor information, tutoring contracts, and tutoring hours worked. B4: Monitor and maintain tutor/client database (Navigate) to ensure accuracy and develop reports.

C. Web Site Management - 10% C1: Develop and maintain the CAR website in collaboration with the Center Staff – continually updating available tutor lists each semester as well as center hours and services. C2: Create, maintain, and update Tutoring, SI, Meet the Staff, and Forms sections on the department’s web page. C3: Learn software updates and new programs as needed.

D. Facilitate Communication at Center -10% D1: Serve as primary contact for university services at the Center. D2: Communicate via email and phone with faculty to acquire tutor recommendations. D3: Field and respond to inquiries concerning tutor requests, job applications, and a wide array of concerns related to services offered in the Center. D4: Prepare, distribute, and post agendas for department meetings. Attend and takes minutes at department meetings. Maintain departmental record of departmental meeting’s minutes.

E. Supervision of student personnel -5% E1: Supervise student personnel including work study students and act as liaison between graduate student assistants and department staff. Collaborate with Director in preparation of the office assistant student work hours each semester. Complete paperwork for hiring graduate assistants. E2: Advertise internally, using Titan Jobs, and seek preferred candidates with professor recommendations. E3: Inform students when they have been approved to become a tutor for a course(s), prepare folders and maintain confidential files. E4: Train and assist student employees with all aspects of Titan Admin, PeopleSoft, and My UW System. This includes but is not limited to sign in/out process, time sheet entry, tutoring session logs, and payroll information. E5: Review report information entered by student workers to check for accuracy. E6: Evaluate job performance of student office assistants.

F. Budget- 5% F1: Coordinate and monitor, with Director, CAR program budgets, including grants, DT funding, and initiative funding. F2: Manage credit cards and operating expenses for the unit – ordering necessary supplies and reallocating expenses as needed. F3: Assist Director with preparation of budget reports. F4: Prepare requisitions for training and meeting sessions.

1. Ability to manage complex issues, effectively organize work to meet multiple deadlines and
maintain attention to details.
2. Advanced knowledge of Microsoft Office Suite including Word, Excel, and
3. Knowledge of Outlook mail and electronic calendaring system
4. Ability to learn and apply new software applications to optimize efficiency
5. Ability to exhibit initiative and independent judgment, supervision only as needed in
conjunction with tasks and projects.
6. Above average decision-making, prioritizing and problem-solving skills
7. Highly effective written and oral communication skills; in particular effectiveness, sensitivity
and concise communication
8. Organizational skills related to records management, collection and interpretation of data and



1. Knowledge of WISDM financial accounting system
2. Knowledge of complex, interactive information system such as PeopleSoft Student
Information system, especially the functions of Student Records and Reporting
3. Proficiency with basic web content management systems such as Wordpress
4. Knowledge of human resource data base applications such as PeopleSoft HRS
5. Ability to interpret and apply University, College and Departmental procedures and policies
with regard to academic and administrative processes.


To Apply:

Applicants must submit the following documents using the online application:

Cover letter, resume, and contact information for 3 professional references 

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 06/29/20 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