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University Services Program Associate

Apply now Job no: 498036
Work type: Part-time
Location: Oshkosh Campus
Categories: University Staff

Working Title: University Services Program Associate
Official Title: University Services Program Associate
Employment Class: University Staff
FTE: 0.8
Compensation: $15.73 - $21.00 per hour
FLSA Status: Non-Exempt
Terms of Employment: Continuous
Position Summary:

The University Services Program Associate team member plays an important role in the College of Business. This team member has scheduling and financial responsibilities for COB Graduate Programs. The person in this position is also responsible for planning, executing, and evaluating a variety of College of Business events at the graduate level. Must be willing to work a flexible schedule, including availability for evening and weekend events.

The number of hours worked per week is flexible based on the job incumbent and the unit's needs.


EMBA, CMBA, and PMBA Program Support: 30%

Track CMBA & PMBA enrollment, manage candidacy forms, process student registrations Enter student grades for EMBA Support EMBA and PMBA admissions (e.g., order Titan IDs) Manage recruit leads (e.g., entering information in FileMaker and Constant Contact) Compile and distribute student and faculty surveys for EMBA Build courses in Canvas (within modules and calendar) Make calendar updates in MBA Team Calendar for EMBA cohorts (Outlook) Monitor EMBA cohort management


Scheduling: 25%

Assist with graduate course scheduling and class building Work with departments to determine MBA and masters-level course scheduling and cost recovery master schedules; Communicate class schedules to students, faculty, and external constituents. Build courses in PeopleSoft and make updates as needed Make room changes and schedule labs as needed Schedule rooms for College of Business graduate classes & retreats including Data Analytics and other emerging programs. Assist with management of all Appleton Executive Education Center activities and classes Manage space rental, cleaning, and other services related to the Appleton Executive Education Center Order, assign and maintain a spreadsheet of key fobs Send communications related to and manage the MBA - Executive master calendar


Financial Duties: 20%

Place orders with outside vendors and other university departments. Follow all purchasing policies and guidelines and complete any necessary paperwork and follow up. Reconcile payments using WISDM and the COB Accounting System Oracle. Assist with attaching tuition and fees to classes in PeopleSoft. Reconcile graduate budget using WISDM and the COB Accounting System Oracle. Manage purchasing card Complete blanket purchase orders Assist with the production of Personnel Transaction Forms (PTFs) each semester. Maintain inventory of office supplies and place orders as needed. (through Central Stores and MDSStaples) Function as vendor liaison for supplies, equipment, and software for the College of Business team. Process registrations for staff conferences and promotional booths.


Events and Scholarships: 15%

Schedule meetings, assign rooms College of Business Executive Path MBA (EMBA) Coordination and Event Management Graduate-level events including information sessions and MBA - Executive Opening and Closing Residencies. Tasks may include reserving rooms, printing name tags, pre-event communications, ordering supplies, ordering food, set up and clean up Prepare meal requests for classes, meetings, and events. Execute weekly EMBA catering needs. Assist with MBA Advisory Board activities, including meeting preparation/preparation, communication with the advisory board, and any other tasks as assigned. Manage College of Business Graduate scholarships. Work with the scholarship staff to ensure accurate execution of the scholarship process. Make updates to the online scholarship portal. Communicate scholarship timeline to key stakeholders such as students, faculty, scholarship reviewers, employers, alumni, donors, etc. Serve as the point of contact for scholarship questions. Create and process disbursement forms. Assist with planning and implementation of awards ceremonies. Serve as backup for undergraduate scholarship management.


Customer Service: 5%

Work collaboratively with staff to provide exceptional customer service to students, faculty, and other guests. This may include greeting guests, directing traffic, answering phones, and responding to emails. Provide backup support for staff.


Other Duties: 5%

Take on additional responsibilities as assigned. Collaborate with faculty and staff to continue to identify continuous improvement opportunities. Develop personal, professional, and university growth. Enhance the work-life of others in the office. Minutes notes for MBA staff meetings and other graduate related meetings Hiring, assigning, and onboarding COB Grad Assistants Create weekly work reports Create weekly MBA Team Meeting agendas/minutes Service admin for graduate-related searches


Strong organizational skills and attention to detail related to records and financial management.
Proficiency in Microsoft Office: Word, Excel, Access, Outlook.
Excellent customer service skills.
Ability to prioritize and manage multiple projects at the same time.
Strong interpersonal and communication skills via phone, in-person, and email.
Capacity and willingness to learn new processes and software applications quickly.
Willingness to take initiative and improve processes.
Demonstrated commitment to Diversity, Equity, & Inclusion.

Preferred: Proficiency with databases, such as PeopleSoft and Oracle.
Event planning experience.
Higher education experience.
To Apply:

Applicants must submit the following documents using the online application:

Cover letter, resume, and contact information for 3 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 18, 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 UWO 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