Program Assistant II

University of Wisconsin–Oshkosh; Oshkosh (WI); On-site; USD 24,000 - 34,000; Full time

Benefits offered by this job

Health plans

Vacation

Personal holidays

Sick leave

Parental leave

Pension plan

Job summary

University of Wisconsin–Oshkosh is seeking a Program Assistant II to provide advanced administrative and program support for the School of Nursing and Health Professions. You will work closely with the Dean, School Director, and project teams to ensure compliant operations for professional programs.

The role emphasizes confidential data handling, student placement coordination, and cross-campus collaboration to maintain accurate records and support marketing, recruitment, and graduations

Qualifications

• Proven ability to draft clear, professional correspondence and documents.
• Experience in an academic/administrative/clerical office role.
• Proficient with Microsoft Office Suite and adaptable to new programs.
• Ability to manage multiple projects and deadlines in a fast-paced environment.

Responsibilities

• Serve as first point of contact; provide information and route inquiries.
• Prepare and analyze communications from established sources using technology.
• Distribute communications per policies and supervise general workflow.
• Maintain electronic/physical records following procedures and privacy rules.
• Schedule meetings, travel, and unit operations; coordinate resources.

Skills

Communication skills

MS Office

Time management

Customer service

Education

High School Diploma

Tools

Student Information System

Campus scheduling software

Job description

Current Employees: If you are currently employed at any of the Universities of Wisconsin, log in to Workday to apply through the internal application process.

Position Title

Program Assistant II

Job Category

University Staff

Employment Type

Regular

Job Profile

Department Assistant

Job Duties

This position provides advanced administrative and program support for the School of Nursing and Health Professions (SoNHP) and reports to the Dean of the College of Nursing, Health Professions, and STEM. Working closely with the School Director, program leadership, and university offices, this role supports daily operations of professional programs while ensuring compliance with University, State Board of Nursing, and accreditation requirements.

Key responsibilities include coordinating and processing student clinical site placements with public and private agencies, maintaining accurate compliance records, managing confidential data in multiple digital systems, and assisting with program marketing, recruitment, retention, and graduation activities. The position also collaborates across campus to ensure smooth processes, reviews program materials for accuracy and compliance, and may assist in guiding student employees.

As a primary contact for prospective and current students, faculty, staff, and community partners, this role requires exceptional customer service, professional communication, and the ability to balance multiple projects and deadlines in a fast‑paced environment. The ideal candidate is self‑motivated, technologically proficient, able to exercise sound judgment in specialized program support work, and committed to maintaining a high level of confidentiality while contributing to the success and reputation of the SoNHP.

This role requires regular on campus presence.

Benefits

• Health plans starting at $45 per month.
• Vacation starting at 104 hours per year (prorated for start date).
• 36 hours of personal holiday, and 9 legal holidays (prorated for start date).
• 5 hours of sick leave earned per biweekly pay period (130 hours per calendar year).
• Paid parental leave after six months of continuous employment.
• Wisconsin Retirement System (pension) with 7.2% employer contribution for 2026.

All employment benefits are subject to change. A full list of current benefits and eligibility requirements can be found on our website.

Key Job Responsibilities

• Serves as a first point of contact for individuals and groups, provides basic organizational information via phone, in person and through other communication mediums, and routes more complex inquiries to the appropriate entities
• Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums
• Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision
• Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations

Department

School of Nursing and Health Professions

Compensation

Starting at $21/hour and commensurate with experience

Required Qualifications

• Demonstrated ability to draft clear, grammatically correct correspondence and professional documents (e.g., emails, reports, or letters), and to communicate ideas effectively through phone conversations and/or meetings
• Professional experience in an academic/administrative/clerical office role
• Professional experience with Microsoft Office Suite, including advanced functions and demonstrated experience learning new (academic or software) programs quickly
• Proven experience managing multiple projects or tasks simultaneously, prioritizing responsibilities, and consistently meeting deadlines in a fast‑paced environment.

Preferred Qualifications

• Working knowledge of University and School of Nursing and Health Professions policies and procedures, including program pre‑requisites, holistic admission process, and curricula
• Comprehensive understanding of the general policies and resources of a public university and/or a college including knowledge of Family Educational Rights and Privacy Act (FERPA) as it applies to students
• Expert knowledge of agency health requirements, medical terminology, medical records, lab reports, HIPAA, CDC, OSHA, and clinical agency expectations for care givers, and Wisconsin’s Care Giver Law
• Intermediate to high‑level proficiency with the University Student Information System, especially the functions of campus community, student enrollment, transcript request, and application processing
• Working knowledge of purchasing, travel expense reporting, and invoicing for Universities of Wisconsin.

Education

• Minimum education: High School Diploma or equivalent

Work Authorization

Unless otherwise indicated in the job posting, the University of Wisconsin Oshkosh does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. UW Oshkosh is not an e‑verify employer; therefore, STEM extensions are not options for work authorization.

Reasonable Accommodations

UWO provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability, please contact [e-mail] or 920-424-1166. This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.

Confidentiality of Applicant Materials

UWO is a State agency and subject to Wisconsin's Open Records Law. UWO will not, however, reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsin's Open Records law. In certain circumstances, the identities of "final candidates" and/or the identity of the appointed applicant must be revealed upon request.

CBC & Reference Check Policy

All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.

Annual Security and Fire Safety Report (Clery Act)

For the UWO Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see https://uwosh.edu/police/, or call UWO Police Department, at [phone] for a paper copy.

UW is an Equal Opportunity Employer

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, status as a protected veteran, or any other bases protected by applicable federal or State law and UW System policies. We are committed to building a workforce that represents a variety of backgrounds, perspectives, and skills, and encourage all qualified individuals to apply.