POSITION TITLE:  University Services Program Associate (50%)


POSITION SUMMARY: Provide successful management of the Foundational English Program office; provide administrative assistance to the program directors and faculty of the Foundational English and English Language Transition Programs; prepare (type/word process/data entry) written communication, reports, and internet-based information (website, social media, and data forms); maintain, monitor, and process budget, purchasing, and payment; supervise student worker payroll for the programs.  This position reports to the chair of the Department of English.   

A.   Manage Foundational English & ELT Program Office (25%) 

  1. Serve as receptionist for the programs and provide correct information in person, on the phone or in writing to current and prospective students, university staff, community members, and others.
  2. Receive incoming phone calls, take messages for faculty members, and relay information accurately and efficiently.   
  3. Maintain working condition of office equipment, requesting service calls as needed.
  4. Compile and maintain schedules of program directors and faculty.
  5. Process change of major, minor, and advisor forms.   

B.   Provide Administrative Assistance to Program Directors and Faculty (25%)   

  1. Function as program liaison with university departments, offices and students—answering inquiries, scheduling meetings, taking messages, etc.
  2. Provide new personnel with information as to procedures and routine of office, program, and university.
  3. Assist in the collection and maintenance of confidential student evaluations of faculty.
  4. Assist in preparing schedule for academic year, J-term and summer session.
  5. Fill out all instructional and non-instructional faculty and graduate assistant and graduate tutor hiring forms as directed by English Department chair, and submit to the College of Arts and Sciences Dean's Office.
  6. Assist the Coordinator of the Summer English Language and Cultural Programming program. 
  7. Establish and/or recommend changes on policies and procedures affecting program areas of responsibility.
  8. Schedule meetings and appointments as needed.
  9. Assist in management of class rosters including Drop/Add cards/permission numbers.
  10. Assist with new faculty/staff orientation.
  11. Manage textbook ordering and assist in distribution to students.
  12. Manage course fee information.
  13. As needed assist in the administration of the Compass tests twice a term outside of the 7:45 to 4:30 usual office time. 
  14. As needed attend program meetings and take notes, write up minutes as requested.
  15. As needed attend registration sessions; monitor permission numbers and class sizes, answer questions about the ELT and Foundational English programs.
  16. Attend events and gatherings periodically and take pictures when appropriate.   

C.   Production of Typed/Word Processed Copy and Maintenance of Data Bases and Website (15%)   

  1. Maintain knowledge of computer use and website software (CommonSpot) and keep up to date of new programs that will contribute to the efficiency of the office.
  2. Maintain and update website.
  3. Maintain computer files on database or in Excel.
  4. Type/word process all written copy for department (i.e. letters, memos, faculty articles, resumes, meeting minutes, course material, class schedules, exams and listing of current students, prospective students, and alumni).
  5. Assist chair, directors, staff, and student workers in the use of the computer.   

D.  Preparation of Reports and Composition of Written Communication (5%)   

  1. Prepare drafts of reports; edit copy for duplication or printing.
  2. Compile data for reports requiring overall knowledge of the academic, professional, and/or technical activities of a unit.
  3. Gather, compile and write materials on workload, cost studies and budget justification.
  4. Write brief letters of acknowledgment and transmittal.
  5. Select and send proper form letters.
  6. As needed, monitor and respond to inquiries regarding the Summer English Language and Cultural Programming program, copying all correspondence to the Coordinator for the program.
  7. Notify persons of time and place of meeting as directed and as helpful.
  8. Compose letters requiring the exercise of judgment and originality; answer letters from verbal or written instruction with review of content.
  9. Make decisions on which letters can be answered independently.  

E.   Maintenance of Budget Records (25%)   

  1. Collect and record all purchase receipts, invoices, vehicle reservations, etc.
  2. Balance accounts monthly using WISDM.
  3. Provide Program Directors with monthly summary of budget balances and projected S&E expenditures.
  4. At direction of Program Director, prepare Supplemental Funding Requests.
  5. Receive cash receipts and prepare deposit forms.
  6. Develop and maintain information and advise all Foundational English and ELT personnel regarding policies and procedures for purchasing and payments.        

F.   Purchasing (5%)   

  1. Purchase supplies for programs as directed by Program Directors and faculty.
  2. Track and maintain records of all procurement card purchases.
  3. Submit monthly procurement card statements and receipts to Purchasing Office.
  4. Submit invoices for payment to appropriate area (Accounting or Foundation).
  5. Track and maintain records of all purchases.
  6. Assist Program Directors and faculty with travel arrangements if requested.    


  1. Excellent communication and interpersonal skills.  Must have the ability to meet and deal effectively with people and maintain an effective working relationship with faculty, staff, students, university officials, and the community.
  2. Must keep reliable hours on a regular schedule in accordance with College of Arts and Sciences/English Department Office schedule.
  3. Accuracy, attention to detail, follow-through, and reliability are extremely important in this position.
  4. Strong organizational skills and the ability to prioritize multiple tasks.
  5. Manage and keep sensitive information confidential.
  6. Ability to exercise a significant degree of independence for decision-making.
  7. Ability to exercise good professional judgment and utilize problem-solving skills.
  8. Experience and skills necessary to oversee student employees.
  9. Intermediate/advanced skills using Microsoft Office, including Word, Excel, and PowerPoint), website design and authoring software, Adobe Acrobat Pro, and web-based CMS. 
  10. Knowledge of UW System and UWRF policies and procedures related to procurement, payment, payroll (faculty and student), travel reimbursements, etc.