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Program Assistant - Nursing Undergraduate

Apply now Job no: 498717
Work type: Full-time
Location: Oshkosh Campus
Categories: University Staff

Working Title: Program Assistant - Nursing Undergraduate
Official Title: University Services Program Associate
Employment Class: University Staff
FTE: 1.0
Compensation: $16.04 - $19.68
FLSA Status: Non-Exempt
Terms of Employment: Continuous
Position Summary:

This position reports to the CON Pre-Licensure Program Director and works closely with the Program Director, Assistant Director(s), Advisor(s), Clinical Placement Coordinator(s), and Level Facilitators in the Pre-Licensure Program.  In addition, has 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, and function independently with little or no supervision.  An ideal candidate will also maximize the use of computer technologies while performing tasks. The individual in this position must be able to provide exceptional customer service, balance multiple projects and deadlines in a fast-paced, high-traffic environment, and be prepared to assist faculty, staff, or stakeholders in times of immediate need. This position functions with a high level of confidentiality. 

UW Oshkosh provides a competitive benefits package for all benefit-eligible positions. Click here for more details.

  1. Administrative – 50%

A1.   Notify students and faculty of updates/changes in all program policies/procedures

A2.   Update/maintain current lists of nursing student; along with assigning faculty advisors

A3.   Create, organize and analyze information into summary reports as needed

A4.   Collaborate/assist Program Director with University and College reports such as College of Nursing Annual Report, Undergraduate Program Assessment Plans, etc.

A5.   Organize, collect and ensure accuracy of data for annual surveys such as the American Associate of College of Nursing (AACN), Wisconsin Center for Nursing, and US News Best Online Nursing Programs

A6.   Maintain and update program and student files

A7.   Maintain, monitor and update all confidential records of student appeal requests, critical events and or unprofessional conduct reports, and incident reports to ensure that all required documentation and processes are following policy

A8.   Schedule and build classes in SIS

A9.   Create and review curriculum change forms as needed and maintain curriculum change form records

A10. Maintain database of health records and criminal background checks for all students in audit-ready status

A11. Monitor and notify Program Director, Assistant Director(s), and Clinical Placement Coordinator(s) of any positive criminal history of students

A12. Serve as CON representative on committees, as requested/needed; act as advocate for the CON

A13. Serve as liaison with student and faculty support services and all university departments

A14. Construct course schedule, verify course credits and changes, and enter room requests into the university SIS system

A15. Collaborate with the Program Director in CON staffing assignments for Pre-Licensure Program (traditional and accelerated options including all theory, clinical, lab, and release time is maintained in an audit status) and maintain/ensure accuracy of CON teaching load documents, schedules, timelines, and reports.  Works closely with the Graduate Program ensuring all teaching assignments comply with workload policies and/or procedures.  Make Program Director aware of any staffing needs or concerns

A16. Work closely with the Administrative Specialist to ensure that all changes/additions/decreases in staffing loads and contracts are expedited in a timely manner

A17. Collaborate with Program Director regarding potential program needs or concerns

A18. Coordinate annual performance evaluations of all IAS and Academic Staff with the Program Director

A19. Collect all application materials for IAS applicants and coordinate interview with the Program Director

A20. Provide backup support to other CON programs/options

A21. Collaborate with other University departments to assure smooth processes and promote the CON

A22. Complete and submit student/graduate certification exam and state licensure application forms

A23. Maintain program files and reports needed for program evaluation and accreditation purposes 

A24. Collect data, assist in writing, format, and review CON accreditation documents as needed

A25. Assist with Undergraduate Program Committee and Academic Standing Committee operations including maintaining agendas, reports, and meeting minutes

A26. Communicate with WI state boards of nursing and maintain files and information to ensure compliance with state board of nursing rules.

  1. Admission Responsibilities – 25%

B1.   Create, distribute, and collect student applications; ensure accuracy of online applications

B2.   Schedule, coordinate, and oversee admission process

B3.   Initiate and develop admission process reports through compilation of data

B4.   Maintain and enhance complex software documents

B5.   Retrieve student data from the SIS

B6.   Correspond with students and background check agency to evaluate health records and criminal background checks

B7.   Execute the admission interview process, including online registration, availability, faculty volunteers, evaluation tools, and ensure admission folders are complete

B8.   Monitor and verify transfer courses with admission, transfer coordinator, and registrar; notify Director and/or Assistant Director(s) regarding deficiencies

B9.   Maintain accurate databases

B10. Prepare orientation material for newly admitted students and assist at orientation

B11. Collaborate with other University departments, as necessary

B12. Remain in continuous contact with applicants and students to ensure they are aware of the admission process and their status within the extended admission process and program

  1. Clerical – 25%

C1.   Create/maintain software documents

C2.   Track/update room requests for classes and class schedule

C3.   Register students for classes, as needed

C4.   Retrieve academic information of current students

C5.   Assist with keeping CON website current

C6.   Process correspondence, i.e. compose letters, agendas, questionnaires, and interdepartmental correspondence

C7.   Assist Clinical Placement Coordinator(s), as needed

C8.   Take minutes for meetings, as scheduled

C9.   Process Honors data and correspondence

C10. Obtain parking permits for visitors

C11. Purchase all supplies for the Undergraduate Program office, faculty, and staff

C12. Serve as receptionist, make appointments, and maintain Program Director calendar

C13. Supervise and assign workload of Pre-Licensure Program student employees and approve student timecards

C14. Assist with emergency production demands in other areas of the CON, as needed

C15. Attend ongoing training or campus meetings, as needed

C16. Other duties as assigned by the Dean’s office, Program Directors, or Assistant Director(s)

  • 2 years professional experience in an academic, administrative/clerical office role.
  • Professional experience with Office 365 and Google applications, including advanced functions.
  • Proficient with Word and Excel.
  • Ability to quickly learn new programs.
  • Ability to manage multiple tasks and effectively organize work to meet tight deadlines.
  • Demonstrated commitment to equity, diversity, and inclusion
  • Comprehensive understanding of the general policies and resources of a public university and/or a College of Nursing including knowledge of Family Educational Rights and Privacy Act (FERPA) as it applies to students
  • Working knowledge of University and CON policies and procedures, including expert Pre-Licensure Program knowledge of pre-requisites, holistic admission process, and curricula
  • Knowledge of CON/clinical agency health requirements, medical terminology, HIPAA, and OSHA,
  • Intermediate to high-level proficiency with the University Student Information System, especially the functions of campus community, student enrollment, transcript request, application maintenance, and class building
  • Advanced keyboarding skills
  • Ability to write grammatically correct correspondence, speak and convey thoughts clearly
  • Associate or Bachelor degree in 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 Friday, October 15, 2021, 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