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University Services Program Associate

UW-Eau Claire – Eau Claire Campus

Full Time, Staff

  • Official Title: University Services Program Associate
  • Job ID: #17446
  • 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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University Services Program Associate

The Office of Multicultural Affairs (OMA) seeks to hire a full-time University Services Program Associate (USPA) to manage the office operations of the department, with an anticipated start date in September 2021. Additional duties may include supporting the coordination of programs, events, workshops, conferences & cultural activities; managing all OMA related budgets; ensuring that office purchasing, procurement, and reimbursement procedures are completed, and providing procedural office support to the professional academic staff for recruitment and retention initiatives.


Salary is up to $16.40 per hour.

MINIMUM QUALIFICATIONS: An associate degree from a regionally accredited institution is required. Additional requirements include a demonstrated commitment to equity, diversity, and inclusion; operational knowledge of Microsoft Office software; and experience in an office setting.

PREFERRED QUALIFICATIONS:  Preferred qualifications include having had prior administrative experience in an office setting; demonstrated experience working collaboratively in a team setting; experience in overseeing operational tasks of an office (e.g. monitoring budgets, maintaining records, assisting with writing reports, processing travel arrangements, and initiating purchasing & procurement); experience hiring and supervising student workers or temporary staff; and experience in planning, coordinating, and implementing events & activities. Additional education in a relevant field and/or additional training in a relevant skill (e.g. crisis management, technology tools, student support, communication, social media, finance/budgeting, etc.) is a plus.

RESPONSIBILITIES

  1. Administrative Support to the Director and Staff of the Office of Multicultural Affairs
    1. Maintain and schedule calendars for department meetings, events, and activities
    2. Organize and process travel arrangements, submit reimbursement claims and complete credit card logs
    3. Provide any necessary procedural information for office functions or travel
    4. Process purchasing, procurement, and reimbursement
    5. Support office operations, as assigned by the Director
    6. Other duties, as assigned
  2. Management of OMA Operations
    1. Supervise front desk operations and handle telephone calls of students, faculty, staff and general public as appropriate. Identify problems, answer questions, or make appropriate referrals.
    2. Supervise the opening of mail, determine priority of incoming mail, and documents and coordinate the distribution of mail
    3. Coordinate office procedures, assignments, and functions
    4. Prioritize, plan, and delegate tasks to volunteers, temporary staff, student interns, and other student employees.
    5. Coordinate servicing and upkeep of all office technology and systems
    6. Hire, train, monitor, and follow-up work delegated to LTE staff, student interns, and other student employees, as assigned
    7. Assist in preparation of Annual Reports, UW System Minority/Disadvantaged Reports, confidential letters, memos, charts, and other reports, as assigned.
    8. Process and prepare student lists, as assigned
    9. Request data/reports from Registration, Admissions and Registrar's Office regarding students, as needed
    10. Prepare, review, edit, and format promotional and print materials for correct information and grammar.
    11. Coordinate and oversee duplication and printing needs for the office
    12. Coordinate the process of preparation, distribution and collection of all position application materials for the positions of Student Services Coordinators, clerical assistants, student interns, and other student employees. Assemble collected materials for distribution to the selection committee.
    13. Supervise and coordinate the scheduling of on/off campus meetings, maintain OMA calendar and appointments for OMA staff
    14. Schedule and participate in OMA staff meetings. Record responsibilities of OMA staff and distribute after meetings - follow up at the next OMA staff meeting
    15. Revise office systems, office layout and design as necessary. Independently establish, organize, update and purge files according to UWEC policy.
    16. Manage and archive department documentation and files.
    17. Manage office supplies and purchase equipment and supplies, as needed
    18. Other duties, as assigned
  3. Management of OMA Budgets
    1. Collaborate with the department Director to review and implement financial policies and procedures, in alignment with institutional policies and procedures
    2. Advise and assist in the development and review of annual budgets, prepare reports that forecast expenditures and provide cost analysis to support OMA's programs and events
    3. Monitor and reconcile expenditures using institutional systems, such as WISER, and other supporting financial tools. Summarize monthly expenditures and provide current balance of various accounts. Independently solve account problems with vendors or in consultation with OMA staff. Take any remedial action required, including initiating account transfers, as appropriate.
    4. Initiate, monitor, and report all purchasing functions and procedures for all budgets. Advise OMA staff regarding UWEC purchasing policies and procedures
    5. Communicate, supervise, and monitor budget functions and procedures for student intern payroll. Provide support functions, including:  forecasting yearly expenditures, preparing summary reports, initiating transfers, processing of student timesheets, reconciling of student payroll with budget printouts, and requesting additional allocations, as necessary.
    6. Support all travel budget functions and procedures, reconcile all travel expenditures, and initiate budget transfers
    7. Advise OMA staff on UWEC travel guideline policies and procedures
    8. Analyze, establish, and maintain policies and procedures relative to budget responsibilities
    9. Other duties, as assigned
  4. Support OMA Programs, Events, Workshops, Conferences and Cultural Activities
    1. Support OMA office activities and functions to ensure the smooth flow of all program responsibilities - this may include delegating appropriate tasks to student interns, volunteers, or other temporary staff
    2. Collaborate with department staff to plan and initiate projects or event tasks, as assigned. This may include monitoring the progress of event planning and/or implementation.
    3. Initiate tasks to implement OMA’s events and activities, which may include reserving rooms and other appropriate spaces for events, notifying photographers of the events, sending invitations to stakeholders and community members, securing catering, reserving transportation, collecting fees, securing lodging and accommodations, and arranging accessibility accommodations at event locations
    4. Serve as the primary contact between OMA and the Event Services office to coordinate on campus OMA events or activities. Similarly, serve as the primary contact between OMA and external stakeholders or third-party vendors when coordinating off campus events or activities.
    5. Provide budget support for programs and events, which include budget development, monitoring of accounts, analysis of expenditures, report preparation, providing projections, and initiating transfers
    6. Support OMA grant events and grant budgets by processing administrative tasks, such as collating and preparing reports, collecting data, partnering with staff to confer with grant stakeholders, submitting information or data to campus stakeholders, and process intake for grant participants, as needed
    7. Process intake applications for grant programs and event programs, which may include verifying data, preparing reports, following up with phone calls, process scholarships, and other event procedures as assigned
    8. Support and create promotional materials, which may include creating concept, design, preparing layout and writing copy for marketing materials such as brochures, flyers, posters, invitations and programs. Evaluate, revise and update promotional material information, as necessary. Distribution of these items is also essential.
    9. Review and approve of all promotional materials before printing and/or distribution, including content for online platforms such as the website and other social media
    10. Supervise the mailing of brochures, applications, informational letters and other promotional materials on a timely basis
    11. Coordinate the collection of student and event participant information, which may include creating and maintaining computer database files and coordinating transfer of this information to UWEC personnel, as appropriate
    12. Recommend and coordinate purchase of supplies, food, and other materials for special events. Manage inventories and secure bids from internal or external vendors, as appropriate
    13. Prepare and process honorarium payments, travel reimbursements, and miscellaneous expenses for speakers, instructors, and workshop facilitators
  5. Supervision of Student Interns & Volunteers
    1. Determine the needs and initiate requests for student interns to meet the demands of the office. Arrange student intern work schedules to facilitate the needs of OMA for the academic year
    2. Process all required paperwork for student workers including W-2, I-9 Employment Eligibility Verification, W-4 Federal Tax form, the WT-4 State Tax form, and all other documentation required for eligibility for federal work study and non-federal employment for OMA accounts.
    3. Ensure all student employment documentation is correctly submitted in a timely manner
    4. Collaborate with staff to manage Financial Aid minority work study accounts. Determine hourly wage according to Financial Aid Student Employment Manuel guidelines for wage rate classification and job duties
    5. Develop and provide orientation sessions for new student interns in office procedures and projects. Train student assistants to answer routine questions regarding programs/events, update information on specific computer pages and schedule student appointments. Arrange training in areas necessary for task completion
    6. Research UWEC policies, write copy for "Student Intern Policies" information packet for all student interns. Review and revise training materials, as necessary
    7. Plan daily, weekly, and monthly tasks to be completed and assign tasks to student interns or other student employees, as appropriate
    8. Review work for accuracy, complete performance evaluations, and recognize their accomplishments
    9. Supervising the processing of bi-weekly student payroll, which may include ensuring the timely completion of timesheets, verifying account numbers and signatures, reviewing addition of hours, signing timesheets and delivering them to payroll
    10. Verify bi-weekly student time sheets. Correspond with Financial Aid, Blugold Central, or other appropriate department for additional allocations for the students and/or replacement of student when earning capacity is met.
  6. Professional Development, Education, & Training
    1. Actively engage in EDI training and development through campus resources and/or external training opportunities
    2. Actively seek out and engage in skill development opportunities, as it pertains to current responsibilities and career interests
    3. Complete all required training, as assigned by UWEC and OMA Director

THE UNIT:  The Office of Multicultural Affairs provides leadership in creating an inclusive campus environment critical to the cultural development, personal growth, and academic success for students of color (i.e. African-American, American Indian, Asian American, Latinx, and multiracial students). Visit our website for more information at http://uwec.ly/oma.

ACCESSIBILITYThe Office of Multicultural Affairs will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective employees and current employees to discuss potential accommodations with their immediate supervisor and/or with UWEC Human Resources at https://www.uwec.edu/human-resources/.

UNIVERSITY and EAU CLAIRE COMMUNITY:  UW-Eau Claire, an institution of approximately 11,500 students and 1,400 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: http://www.uwec.edu/Employment. You 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 position University Services Program Associate – Office of Multicultural Affairs (Job ID # 17446) 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
  • Names and contact information for three references

Please direct requests for additional information to:

Dang Yang; yangd@uwec.edu

To ensure consideration, completed applications must be received by 11:59pm on Monday, September 6, 2021. However, screening may continue until position is filled. 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 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 (https://www.uwec.edu/human-resources/employment-opportunities/job- penings/upload/AnnualSecurityandFireReport-2.pdf) Also visit our Campus Security Authority policy (https://www.uwec.edu/human-resources/employment-opportunities/job-openings/upload/CleryCompliancePolicy.pdf).

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

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 will change in November 2021. Job duties and responsibilities will remain the same. For more information please visit: wisconsin.edu/ohrwd/title-and-total-compensation-study/.