The School for Workers is the oldest university-based labor education program in the United States, founded in 1925. Part of the Division of Continuing Education, Outreach and Electronic Learning in the University of Wisconsin-Extension, the offices of the School are located on the scenic campus of the University of Wisconsin-Madison. Consistently ranking among the most livable cities in America, Madison is an ethnically and culturally diverse city of over 200,000 known for a lively arts scene, Big Ten athletics, excellent outdoor opportunities and a world-class university.
The School trains over a thousand students each year in about 80 non-credit programs. Residential programs are offered in Madison at UW-Extension conference center facilities. Other educational programs are offered throughout Wisconsin and the U.S. The School also conducts extensive applied research on a project basis.
UW-Extension School for Workers is currently seeking a Program Assistant to provide administrative and program support and event planning for School for Workers faculty in the preparation and delivery of programs, conferences, workshops, and seminars. This person will also consult with the Office Manager and Faculty members to determine event deliverables and specifications. Additional office support assignments will be assigned as needed for the effective, efficient, and client friendly operations of the School for Workers.
Program Administration / Coordination
Provide program and administrative support for School for Workers faculty in the preparation and delivery of programs, conferences, workshops, and seminars.
1. Consult with Office Manager and Faculty member to determine program deliverables and specifications. Review program planning forms and specifications and process instructional approval forms.
2. Manage program registration. Register program participants in registration system; respond to inquiries, communicate with registrants to confirm registration and provide additional information about the program including pre-program activities, schedule, location, payment, and other program related information.
3. Prepare all instructor materials. Create name badges, program rosters and program certificates when appropriate. Prepare and duplicate agendas, evaluations, teaching materials, participant workbooks, and other supplies.
4. Review registration list and program roster and reconcile any variances. Update database to reflect actual attendance.
5. Compile course evaluations, create feedback report for faculty and update database with results.
6. Finalize all financial aspects of programs in a timely and efficient manner, including invoicing participants, collecting and processing deposits, reconciling expenses, receivables, and payables, processing refunds, and maintaining financial records for each program supported.
Provide event planning for School for Workers faculty in the preparation and delivery of programs, conferences, workshops, and seminars. Consult with Office Manager and Faculty member to determine event deliverables and specifications.
1. Coordinate with event locations including conference centers, school sites, and hotels to make arrangements for accommodations, training rooms, services, food orders, parking, equipment, and other amenities.
2. Communicate classroom set-up specifications prior to event including audio and video equipment and manage or confirm set-up at time of event.
3. Trouble shoot and problem solve with instructor and with site staff during the program/event.
4. Manage and perform on-site registration and / or day of the event participant check in. Collect attendance roster, registration cards, and other participant information if needed/appropriate. Distribute participant materials and name badges
Perform additional office support assignments as needed for the effective, efficient, and client friendly operations of the School for Workers.
1. Various administrative tasks including answer telephone calls, responding to emails, distributing mail, monitoring and ordering office supplies and directing visitors to appropriate staff.
2. Prepare and distribute correspondence, expense reports, informational reports, and various other word processed documents as needed.
3. Update database and generate standard reports as requested by Office Manager or Department Chair.
4. Perform other duties as assigned
- Knowledge of and experience with the Microsoft Office Suite (i.e., Word, Excel, PowerPoint, and Access) and the Windows Operating System
- Ability to read, interpret and follow rules and regulations
- Ability to work independently and exercise independent judgment
- Excellent organization and interpersonal skills
- Excellent written and verbal communications skills, both spoken and written English including grammar, spelling and punctuation
- Event coordination experience desirable
A complete application will include the following:
1. A letter of interest addressing applicant qualifications and experience as they relate to the responsibilities of the position.
2. A professional resume.
References will be requested if selected as a finalist. References must include names, email, addresses, and telephone numbers of three professional references including at least one current or past supervisor.
If you are a current UW Employee, visit your UW Self Service account, under Recruiting select Careers and enter 12975 into the main search field.
Please direct requests for information to:
Erika Bengtson, Human Resources Specialist
TO ENSURE CONSIDERATION
For assured consideration, complete applications must be submitted by April 3, 2017.
University of Wisconsin-Extension is an Institution within the UW System that provides access to resources from all 13 four-year universities, 13 freshman-sophomore UW Colleges campuses and statewide UW-Extension allowing prospective learners the ability to learn, grow and succeed at all stages of life.
SCHOOL FOR WORKERS
The School for Workers is the labor education department of the University of Wisconsin-Extension, Continuing Education, Outreach & E-Learning. Our mission is to educate workers and others about issues of concern in the workplace. Each year we offer hundreds of programs to thousands of union representatives, officers, members, and employer representatives.
POSITION DESCRIPTION CLARIFICATION
This position description represents a general outline of job duties, expectations, responsibilities and qualifications. It is not intended to be comprehensive in nature. In addition, this position is likely to evolve over time and therefore the position description may not fully reflect the precise nature of the position at a future point in time.
The successful candidate will be required to provide documentation of credentials. Prior to appointment to this position, a criminal records review will be conducted. UWEX complies with the Wisconsin Fair Employment Act with regard to nondiscrimination on the basis of arrest and/or conviction record.
This document can be made available in alternative formats by calling the person listed above.
An offer of employment is contingent upon establishment of identity and verification of employment eligibility as required by the Immigration Reform and Control Act of 1986.
The University of Wisconsin-Extension is an Equal Opportunity/Affirmative Action employer and actively seeks and encourages applications from women, minorities and persons with disabilities. It is our policy to provide reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment.
The University of Wisconsin-Extension is an Equal Opportunity/Affirmative Action employer