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Intercultural Immersions Office: Intercultural Immersions Program Assistant

UW-Eau Claire – Eau Claire Campus

Part Time, Staff

  • Official Title: Administrative Assistant III
  • Job ID: #18538
  • 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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Intercultural Immersions Office: Intercultural Immersions Program Assistant

A part-time (75%) university staff position is available in the Intercultural Immersions Office beginning in August/September 2022. The working title for this assignment is the Intercultural Immersions Program Assistant with an official title of Administrative Assistant III. 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.

MINIMUM QUALIFICATIONS: A thorough knowledge of Microsoft Office and comfort in learning new software; adherence to rules and regulations of UW-System and UW-Eau Claire; ability to interpret budgets and reconcile accounts, experience with budgeting, exceptional organizational and communication skills, attention to detail, taking initiative and ability to work independently analyze data, and problem solve.

PREFERRED QUALIFICATIONS: Experience in higher education; familiarity with the travel industry; travel experience; creative thinker; graphic design skills; demonstrated commitment to diversity, equity, and inclusiveness.

DUTIES: This position involves duties within two separate offices (see THE UNIT section below).

Intercultural Immersions Program Assistant (Intercultural Immersions Office) duties include, but are not limited to:

  • Monitor budgets for each individual program, track student payments, track internal and external expenses, arrange third party billing, and help reconcile accounts and corrects errors.
  • Manage payments of office-wide expenses through direct pays and other payment systems
  • Provide administrative support for the application process: collect and track all application materials through the online application portal; collect post-acceptance materials (including passports and other necessary travel documents); communicate with students about missing materials
  • Manage online checklists and data files to ensure all necessary steps are taken before, after, and during the program
  • Track and organize faculty-led immersion program proposals
  • Receive training in support of EDI initiatives through various presentations and workshops as well as through relevant regional, national, and international EDI-related conferences

Program Assistant (Council for Internationalization and Global Education) duties include, but are not limited to:

  • Act as liaison between Committee members, Chair, and students, university personnel, and the
  • Organize and support administration of CIGE programs, including Department to Department and International Events
  • Supervise and monitor annual CIGE budgets including GPR and Foundation accounts; maintain accurate financial records and provide reports to the Chair as requested.
  • Develop, organize and distribute the necessary materials for the Chair and/or the CIGE Committee, including agendas, minutes, supporting materials and reports.
  • Provide administrative support for Council

THE UNIT: There are two units within which this position will operate: 1. (50%) Intercultural Immersions Office consists of 2 staff members: the Intercultural Immersions Program Assistant and the Intercultural Immersions Coordinator who manages all of University of Wisconsin-Eau Claire’s immersion programs. Also see: The second unit within which this position will operate is 2. (25%) Council for Internationalization and Global Education (CIGE) consists of 2 staff members: the Program Assistant and the Chair of CIGE who provides leadership to enhance global education on UW-Eau Claire’s campus. Also see:

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 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: 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 Intercultural Immersions: Administrative Assistant III position  (Job ID # 18538) 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
  • Curriculum vita
  • Names and contact information for three

Please direct requests for additional information to:

To ensure consideration, completed applications must be received by August 8, 2022. 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).