Operations Program Associate

Posting Details

Recruitment Number

1056

Working Title

Operations Program Associate

Position Type

Staff/Administrative

Appointment Percentage

100

Division/College

Student Affairs Division

Position Summary

This position functions under the general supervision of the Director of Intercollegiate Athletics. The Operations Program Associate position provides administrative assistance and office program support to the Intercollegiate Athletics Unit at the University of Wisconsin-La Crosse. Duties and responsibilities include providing office and administrative support to the Director and Deputy Director of Intercollegiate Athletics; managing the office receptionist duties; functioning as a liaison between the Office and faculty, staff, students and the community; maintaining University files and all unit records for the administration of twenty-one sports programs; assisting with maintenance of student-athlete eligibility records; assisting with the financial record-keeping for Intercollegiate Athletics; maintaining and troubleshooting computer and technology concerns; and communicating and corresponding on behalf of the department. This position requires knowledge of, or the ability and willingness to learn about, Intercollegiate Athletics, including its personnel, policies, and procedures. The Operations Program Associate position provides high-level paraprofessional work. This position requires considerable knowledge of the program areas to enable the employee to work effectively and independently in a wide range of work situations with little supervision. Effective oral and written communication skills and strong organizational skills are essential for this position

Description of College / Department / Program / Division / Unit

The Division of Student Affairs’ role is to enhance and support students learning experience here at UWL . We work closely with faculty, staff, community members, alumni and most importantly, students to provide quality programs and services which promote learning, leadership, involvement, service and the celebration of diversity. The Division includes a number of departments: Campus Child Center, Counseling and Testing, Student Health Center, Intercollegiate Athletics, Recreational Sports, Residence Life, Student Life, University Centers, and the Vice Chancellor & Dean of Students office. The staff of the Division is truly student-centered and concerned about the holistic development of the student.

Required Qualifications

• High School Graduate or equivalent.
• Knowledge and experience in the use of computer software including Microsoft Office Suite (i.e. Word, Excel, PowerPoint, etc.).
• Knowledge and experience in the use of e-mail (i.e. Outlook, Gmail) functions including electronic calendars.
• Effective oral and written communication skills.
• Excellent organizational and time management skills.
• Ability to coordinate projects, work independently and to independently set priorities to meet the demands of the position.
• The ability to multi-task when necessary.
• Possess an attention to details and time lines/due dates despite frequent interruptions.
• Knowledge of policies, procedures and protocols of an administrative office.
• Ability to meet and work effectively with people across multiple levels of the organization.
• Ability to use discretion and good judgment regarding confidential information.
• Ability and willingness to maintain and enhance professional competencies by participating in professional development workshops, seminars, and training sessions, related to current position responsibilities.

Preferred Qualifications

None

Physical Demands

Office setting, lifting up to 25-30 lbs on occasion.

Working conditions and environment

Standard work week with some weekends and evenings.

Miscellaneous Information

Your benefits add an additional 40%+ to the overall financial package from the university.
Highlights include:
• paid vacation for 12-month positions.
• excellent flexible health insurance with low co-pays and good coverage.
• paid holidays and sick days.
• after 5 years of employment, you become vested in our retirement system which ensures income post-career.
• benefits at UWL are highly competitive with local industry and some of the strongest in state and nation.
Learn more at: https://www.wisconsin.edu/ohrwd/benefits/download/univstaff21.pdf
Benefit eligibility is determined at point of hire. This information is provided for illustrative purposes only. Benefits are also pro-rated based on the appointment percentage.

The University of Wisconsin System and the University of Wisconsin–Madison are engaged in a redesign of job title and compensation structures. The Title and Total Compensation Project will result in relevant and market-informed titles to help us keep and grow our outstanding workforce. If you are the successful candidate, your title is subject to change in November 2021. For more information, visit: https://www.wisconsin.edu/ohrwd/title-and-total-compensation-study/

Duties/Responsibilities

These are the job duties required for the position.

Responsibility Statement

Provide administrative support to the Director, Deputy Director and staff of Intercollegiate Athletics.

Duties to Support Responsibility

• A1 Arrange and schedule all meetings and appointments for the Director and Deputy Director, establishing priorities.
• A2 Retain and retrieve pertinent information for all meetings scheduled or attended by the Director and Deputy Director.
• A3 Screen all incoming mail for the Director, Deputy Director, and general unit correspondence of Intercollegiate Athletics.
• A4 Serve as liaison among the unit and other members of the University and community, i.e. budget office, residence life, food service, athletic training, building and grounds, ticket holders, sport officials and so on.
• A5 Schedule dates, times and locations for all staff meetings, student-athlete meetings, community gatherings, and conference events held at UWL (including sending out invitations, taking reservations, coordinating food arrangements and so on.).
• A6 Prepare staff agendas and attend all Athletics staff meetings; record and distribute meeting minutes.
• A7 Develop and maintain all administrative and unit files, including Director’s, Deputy Director’s, and general unit correspondence.
• A8 Maintain database of contact information for all current and former UWL student-athletes, season ticket holders, donors and other individuals associated with the unit.
• A9 Assist as needed in the processing of purchase requisitions for unit University and Foundation accounts.
• A10 Assist as needed in the processing of purchasing card statements including reconciling statements, receipts, and other documentation.
• A11 Assist in the preparation of employment related materials for student employees, including the processing of payroll, extraordinary payments and other human resources documents.
• A12 Assist with the planning, preparing and staging of special events and projects hosted by Intercollegiate Athletics, including UWL Foundation events, All-American Scholar-Athlete Reception, fundraising events, promotional events, and alumni events.
• A13 Prepare and make travel arrangements for the Director, Deputy Director; request cash advances and prepare all final expense reports.
• A14 Assist in processing information needed to certify academic eligibility of student-athletes under NCAA and WIAC rules, including assisting Deputy Director with eligibility files annually and coordinating the coding and roster management within the WINGS system.
• A15 Serve as first point of contact for all unit visitors, establishing a friendly and helpful atmosphere for those who visit the Intercollegiate Athletics office.
• A16 Receive and place phone calls for general Intercollegiate Athletics office, Director, Deputy Director, coaches, and staff, including monitoring the department voicemail and responding to messages as appropriate.
• A17 Manage the email account for the general Intercollegiate Athletics office.
• A18 Remain abreast of changes to University or University System policies and procedures as they apply to operations of Intercollegiate Athletics in order to provide assistance to the Director, Deputy Director, coaches and staff.

Percentage Of Time

70

Essential

Yes

Responsibility Statement

Office Management

Duties to Support Responsibility

• B1 Manage and coordinate all office activities related to Intercollegiate Athletics.
• B2 Answer and resolve questions and problems that arise regarding sport programs, special events, schedules, Intercollegiate Athletics policies, procedures and so on.
• B3 Train new coaches and staff members regarding basic University and unit policies and procedures, use of information technology and so on.
• B4 Hire, train, and direct the work of student employee for the Director, Deputy Director, coaches, Sports Information Department, and the Athletics Equipment Room. Assign and review assignments, arrange work schedules, monitor budget and hours of work.
• B5 Prepare, sign and send out all department letters, including correspondent to University System, state and national affiliations, student billings, and so on.
• B6 Oversee the processing of incoming and outgoing unit mail, including bulk mailings for purposes of recruitments and admissions.
• B7 Design new forms and files as needed.
• B8 Manage the unit’s technology, computer, printer/copier, and phone systems, including equipment maintenance and replacement. Make recommendations when appropriate.
• B9 Remain abreast of the latest developments in the University’s information technology systems and the unit’s most frequently used software packages to provide on-site assistance to the Director, Deputy Director, coaches and staff.
• B10 Order and maintain an adequate stock of office supplies.

Percentage Of Time

25

Essential

Yes

Responsibility Statement

Other duties as assigned by supervisor

Duties to Support Responsibility

Other duties as assigned by supervisor

Percentage Of Time

5

Essential

No

Posting Detail Information

Special Instructions

Posting Date

06/25/2021

Close Date

Continuous Recruitment

Continuous Recruitment First Review Date

07/16/2021

Position Contact Name

Kim Blum, Director of Athletics

Position Contact Email

hrinfo@uwalx.edu
Required Documents
Required Documents

1. Resume/Curriculum Vitae
2. Cover Letter/Letter of Application
3. Reference Contact Information

Optional DocumentsSupplemental Questions

Required fields are indicated with an asterisk (*).

1. The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identities of finalists must be revealed upon request. See Wis. Stat. §. 19.36(7).
   • I wish for my name to remain confidential until the university is no longer able to do so.
   • I waive my right to keep my name confidential through the application process.
2. Are you currently under investigation or have ever left employment during an active investigation in which you were accused of sexual violence or sexual harassment? (Required under UW System Administrative Policy 1275)
   • Yes
   • No
3. Were you ever found to have engaged in any sexual violence or sexual harassment in a previous work assignment? (Required under UW System Administrative Policy 1275)
   • Yes
   • No
4. Are you an alum of the University of Wisconsin-La Crosse?
   • Yes
   • No
5. How did you hear about this employment opportunity?
   • Chronicle of Higher Education Web Site
   • Discipline-Specific Publication/Web Site
   • HERC Web Site
   • HigherEdJobs.com Web Site
   • Job Center of Wisconsin Web Site
   • Minority Publication/Web Site
   • University of Wisconsin - La Crosse Social Media (i.e. Facebook, LinkedIn, Twitter)
   • University of Wisconsin - La Crosse Web Site
   • La Crosse Tribune
   • Personal Referral
6. After you retire from a Wisconsin Retirement System (WRS) employer, you may return to work with a WRS employer as a rehired annuitant, provided certain requirements are met. There are no restrictions on what type of position a rehired annuitant can hold. Under the WRS, there is no limit to how much you may earn as a rehired annuitant. (Learn more: https://www.wisconsin.edu/ohrwd/benefits/life-events/empcha/ra/). Are you currently collecting an annuity from the Wisconsin Retirement System, (WRS)?
   • Yes
   • No
7. Are you currently employed by or have you been employed by a UW System institution or a State of Wisconsin agency during the last seven (7) years? Please answer yes or no. If yes, provide the institution or agency name, your supervisor and contact information, including phone number and email address.
   • Yes
   • No
8. Please provide your most recent employer, supervisor name and contact information, including phone number and email address. (Pursuant to UW System Administrative Policy 1275, UW System requires reference checks related to sexual harassment and sexual violence to be conducted at a minimum with a final candidate’s most recent employer and with all previous UW System institution and State of Wisconsin agency employers from the past seven years. UW-L will notify you prior to contacting your supervisor).
   
   (Open Ended Question)
   
   
9. Will you now or in the future require visa sponsorship for employment at the University of Wisconsin-La Crosse? (UW-L and UW System institutions pay for some or all of the sponsorship costs. Some candidates may require an H1B or another form of employment sponsorship to work in the US. This question is asked so that if you are the successful candidate, Human Resources can work with your work unit to begin the process of obtaining this visa).
   • Yes, I will require sponsorship prior to employment.
   • Yes, I will require sponsorship for continued employment if hired.
   • No, I do not require sponsorship and am eligible to work in the US.
10. Are you legally eligible to work in the United States?
    • Yes
    • No