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College of Business Online Programs: University Services Program Associate

UW-Eau Claire – Eau Claire Campus
College of Business

Full Time, Staff

  • Official Title: University Services Program Associate
  • Job ID: #16842
  • Date Posted:
  • Apply by: | To ensure consideration, completed applications must be received by deadline. However, screening may continue until position is filled.
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College of Business Online Programs: University Services Program Associate

A full-time university staff position is available in the College of Business – Online Programs beginning February 15, 2021. The working/official title for this assignment is University Services Program Associate. This is an expected-to-continue assignment which requires a six-month probationary period. The expected hourly hiring salary will be based on qualifications and experience.


  • Proficiency using Microsoft Office 365 programs.
  • Strong interpersonal skills, including strong oral and written communication abilities.
  • Ability to learn new systems, software, and processes quickly, including common applications (e.g., Qualtrics, WISER, PeopleSoft, TAM, DataWarehouse, BP Logix, etc.).


  • Associate degree from a regionally accredited institution, or three (3) years relevant work experience.
  • Demonstrated organizational skills.
  • Ability to handle time-sensitive and confidential information.
  • Ability to assess, maintain, and implement efficient office management procedures.
  • Ability to remain current with university policies and procedures regarding purchasing, payroll, travel arrangements, etc.
  • Ability to monitor budget expenditures, verify accuracy of all financial transactions, and maintain accurate files of financial records for review.
  • Ability to self-motivate, take initiative, and work well independently.
  • Commitment to working with diverse populations.


A. Administrative support for online programs (30%)

A1.      Prepare, process, and file purchase requisitions. Verify expenditures from department accounts. Assist the Managing Director with budget creation, verification, and reconciliation.

A2.      Manage purchasing card accounts, initiating fund transfers when needed.

A3.      Initiate faculty contracts with HR; monitor approval process.

A4.      Attend and take minutes at committee meetings as requested; post meeting agendas and minutes on the UW MBA Consortium website.

A5.      Coordinate logistics for staff travel, committee meetings, and program events, including reserving the venue, ordering refreshments, ordering supplies. Events may be in person or virtual. Assist with the preparation and filing of travel authorization requests and expense reports for reimbursement for program related events.

A6.      Assist with the coordination of activities for recruitment of new faculty and staff members. Process preliminary recruitment forms; place advertisements; coordinate announcements; manage candidate records; arrange campus interviews; make hotel and restaurant reservations; process reports for reimbursement of candidate expenses; manage retention of recruitment records; etc.

B. Course and schedule management (30%)

B1.      Assist in the preparation of class schedules. Add, cancel, and change classes as requested. Verify and edit semester class schedules. Keep abreast of class schedule building and registration procedures.

B2.      Order textbooks and supplemental purchase materials for classes. Keep abreast of current procedures and changes in ordering policies. Submit discards for old textbooks as needed. Contact publishers to order desk copies of textbooks for instructors.

B3.      Assist in monitoring enrollment during registration times. Help maintain class wait lists and enter permissions into PeopleSoft CampS.

B4.      Work with COB Associate Dean to update and maintain records of all curricula changes, course offerings, and course descriptions; keep records of curriculum changes that affect course offerings and course descriptions.

B5.      Manage program surveys and course evaluations.

B6.      Format Word documents to build Canvas quiz and exam banks.

B7.      Submit and verify Special Course Fee requests.

B8.      Archive course syllabi for every online class. 

C. Student record management (25%)

C1.      Maintain student records, including entering data into databases, submitting and verifying eForms, and assigning advisors.

C2.      Track MBA student application progress, follow up on applications as needed, manage GMAT/GRE waiver review process, process admission decisions.

C3.      Order diplomas for graduating MBA students and verify commencement program information. 

D. Miscellaneous (15%)

D1.      Provide friendly, informative, and accurate customer service when responding to inquiries from interested parties.

D2.      Process bulk and individual mailings.

D3.      Order office supplies and equipment; coordinate with the CoB technology coordinator to order technology for new staff and upgrade for existing staff; manage key orders; etc.

D4.      Manage MBA apparel ordering process.

D5.      Assist program leadership with accreditation and quality assurance activities.

D6.      Assist with UW MBA Consortium website updates.

D7.      Assist directors with special projects as needed.

D8.      Work on other duties as assigned.

THE UNIT: The unit of CoB Online Programs consists of 11 staff members and oversees operations for the UW MBA Consortium and Undergraduate Business Alliance programs. These programs are managed by the University of Wisconsin – Eau Claire campus, but are offered collaboratively by several other UW System schools.

UNIVERSITY and EAU CLAIRE COMMUNITY: UW-Eau Claire, an institution of approximately 11,500 students and 1,200 faculty and staff, is consistently recognized as a top comprehensive university in the Midwest and is widely known as a leader in faculty-undergraduate research and study abroad. We strive for excellence in liberal education and select graduate and professional programs through commitment to teaching and learning and dedication to our core values of diversity, sustainability, leadership, and innovation.

The City of Eau Claire, situated at the confluence of the Chippewa and Eau Claire rivers, is at the center of a metropolitan area of approximately 100,000 people located 90 miles east of Minneapolis/St. Paul. The area features beautiful parks and trails, strong public schools, a vibrant arts scene and local food culture, and abundant recreational opportunities.

APPLICATION PROCEDURE: Applications are submitted electronically. Please follow instructions found on the following UW-Eau Claire Web site: must create an account and login before you can apply.  If you have not yet registered, click on the "Click here to Register" link to begin the registration process. If you are already a registered user, input your "User Name" and "Password" and select "Login."  Click the link to the College of Business On-line Programs: University Services Program Associate position (Job ID # 16842) and then click the "Apply Now" button to submit your application electronically.  Your application will not be considered complete until all required documents are attached and all required fields are completed.  Please be sure you have included the following in PDF format:

  • Letter of application
  • Resume
  • Unofficial transcripts from any post-secondary degrees earned
  • Names and contact information for three references

Please direct requests for additional information to:

Mr. Kevin Meinholz, Program Operations Coordinator –

To ensure consideration, completed applications must be received by January 3, 2021.  However, screening may continue until position is filled. 

The UW-Eau Claire Police Department is dedicated to maintaining a safe and secure environment for learning and working. Although crime at the University of Wisconsin-Eau Claire is limited, the University Police want students, faculty and staff to be aware of crime on campus and the area surrounding the campus. The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act is a federal law that requires colleges and universities to disclose annual information about campus crime. Visit Campus Security and Fire Report. Also visit our Campus Security Authority(CSA) policy.

UW-Eau Claire is an AA/EEO/Veterans/Disability employer dedicated to enhancing equity, diversity, and inclusion.

The University reserves the right to contact additional references with notice given to the candidates at an appropriate time in the process. Employment will require a background check. Employment will also require you and your references to answer questions regarding past conduct related to sexual violence and sexual harassment.

The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. §. 19.36(7).

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: