UW-Eau Claire – Eau Claire Campus
Full Time, Staff
- Official Title: University Services Program Associate
- Job ID: #17517
- Date Posted:
- Apply by: | To ensure consideration, completed applications must be received by deadline. However, screening may continue until position is filled.
Center for International Education: Student and Program Support Associate
A full-time university staff position is available in Center for International Education beginning October 1, 2021. The working title for this assignment is University Staff Program Associate with an official title of Student & Program Support 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 with the minimum starting salary of $16.04/hour.
- Strong interpersonal skills to interact effectively and professionally with a variety of constituencies both on and off-campus.
- Demonstrated organizational skills to facilitate high quality service to students and staff.
- Demonstrated customer service skills and strong verbal and written communication abilities.
- Ability to research and summarize information for reports.
- Ability to prioritize tasks and to work independently with limited direction from unit director.
- Interest and ability to learn new software applications to improve office efficiency.
- Interest in co-creating a linguistically and culturally diverse campus that is welcoming to all peoples.
- Strong knowledge of Microsoft Office including how to use Microsoft Word to generate merged documents and Microsoft Excel for maintaining a variety of records and preparing reports.
- Knowledge of sound cash handling procedures.
- Ability to reconcile accounts by tracking revenue and expenses.
- Ability to update office web content through use of web editing software.
- Knowledge of other cultures and the ability to work with students and scholars from a variety of cultural and language backgrounds.
- Support to Study Abroad Staff/High Impact Practices (20%)
- Enroll both CIE study abroad/exchange students and students and faculty from other campus departments (Music, Social Work, Biology, etc.) in the CISI insurance- a UW System mandated, international health and security evacuation plan. Verify the invoices from CISI are correct. Notify CISI of additions or withdrawals immediately.
- Serve as back up to Inbound/Outbound Associate for study abroad transcript processing, which includes recording the arrival of transcripts from study abroad sites; copying for our files and deliver originals to Registrar’s office. In collaboration with the study abroad coordinators, communicate with liaisons and students about any transcript issues.
- Oversee study abroad registration- compile and share study abroad registration list with appropriate offices, report student additions and withdrawals/cancellations promptly to Blugold Central, ensure that students are properly registered for their study abroad, and contact Blugold Central with any issues.
- Build study abroad schedules for CIE programs- compile and input class schedules including sections for all terms- fall, winterim, spring, and summer. Revise schedule as needed.
- Serve as back up for proofreading and corrections to study abroad handbook and program guides each semester. Create PDFs of the handbook and guides and post them to study abroad web site.
- Maintain course fees and registration timeline documents.
- Update faculty teach abroad e-form application, track faculty applications and document faculty selected to teach abroad on faculty abroad list.
- Support to International Student Staff (20%)
- Provide support to ISS staff and follow-up (e.g. under-enrollment, address/phone, online courses, holds, etc.) with students for Immigration check-in.
- Provide group and individual advising to international students on obtaining a Social Security Number, on-campus employment, searching for a job, and employment reporting
- Enroll students in international student health insurance, pay invoice, and assist students with questions.
- Provide group and individual advising for international students on taxes, coordinate resources for international student tax preparation
- Oversee ISS social media and engagement intern in production of newsletter, social media, and communication plans.
- Maintain Center for International Education Budget (30%)
- Manage cash-handling for CIE programs (e.g. IEP, CISI ad-hoc enrollment, CHEPD tuition, other misc. payments) by receiving or overseeing cash payments to the CIE, issuing receipts, making deposits, and training student/professional staff on proper cash-handling procedures.
- Monitor monthly accounting reports, reconcile revenue/expenses in office wide accounts, and prepare monthly budget reports.
- Manages payments of office-wide expenses through direct pays, purchase orders, and procurement card transactions.
- Prepare and authorize revenue and expense transfers as needed.
- Request new accounts as needed.
- Ensure collection of international student fee and follow up with CIE director on any concerns.
- Review budget needs with CIE director and assist in projecting needs for work-study, LTE funds, and office supplies.
- Departmental liaison to Business Office, Accounts Payable, and Accounting to track all CIE accounts.
- Prepare other financial reports as needed.
- Office Management (20%)
- Provide front desk coverage for CIE when there is no student coverage at the front desk.
- Supervise and train students who work at the front desk.
- Respond to general inquiries from CIE constituencies (e.g. study abroad students, international students, parents, faculty, university offices, host friends, partners abroad, and the general public). Transfer to appropriate staff as needed.
- Request student class schedules and coordinate student assistant work schedules.
- Evaluate, review, and revise general office manuals, work calendars, and how-to documentation.
- Determine supply levels and re-order; determine equipment needs necessary for efficient operation of the office.
- Add CIE events to the UWEC Master Calendar and VISIX Digital Signage.
- Assist in resolving office-wide technology issues related to general office equipment (e.g. printers, copies, scanners, and computers).
- Coordinate room reservations and food for office-wide events.
- Oversee incoming and outgoing mail at the CIE.
- Continue to hone office administrative and technology skills by attending staff trainings.
- Maintain the Center for International Education’s Website (5%)
- Maintain general content on the CIE’s webpage and the CIE staff page.
- Review CIE website for clarity and accuracy.
- Run tests and reports to ensure that the CIE’s website is navigable and meets accessibility standards.
- Act as contact person for feedback and concerns on CIE web site.
- Research and seek training to develop and improve knowledge of web publishing tools.
- Support for CIE Lead (5%)
- Assist with annual reports, unit reviews, and other reports as needed.
- Assist CIE and/or Admissions in creating itineraries and managing schedules of visiting international delegations.
THE UNIT: The Center for International Education (CIE) consists of nine highly dedicated staff members with two primary purposes- study abroad advising/coordination and international student/scholar services. The study abroad division of the CIE facilitates study abroad experiences for approximately 300-350 students each year and has been recognized twice by the Institute for International Education for innovative programming with Andrew Heiskell awards. UW-Eau Claire regularly appears in the Open Doors leading institutions rankings at the master’s level for total number of students abroad. UW-Eau Claire is also a member of the Forum on Education Abroad, the official U.S. Department of Justice standards-setting organization for education abroad. The Center for International Education study abroad section was recognized in February 2017 for meeting the Forum’s Standards of Good Practice, the first public institution to receive such recognition, and ascribes to the Forum's Code of Ethics .
More information about Center for International Education and our mission can be found at: https://www.uwec.edu/cie/.
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. To learn more about UWEC, visit https://www.uwec.edu/human-resources/employment-opportunities/why-uwec/ .
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: https://www.uwec.edu/job-postings/. 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 Center for International Education: Student and Program Support Associate position (Job ID # 17517) 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
- Names and contact information for three references.
Please direct requests for additional information to:
To ensure consideration, completed applications must be received by September 17, 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 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/.