Program Assistant
for sections like About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. Use - for any list of duties/requirements/benefits, and
for prose. Do NOT repeat job title as heading. Do NOT put Job ID / requisition numbers as headings. Preserve ALL substantive information; do NOT invent or summarize away detail. Remove boilerplate: cookie/navigation/legal/EEO/equal-opportunity/scam-warning, duplicated lines, application instructions. Include a section ONLY when posting has real, specific content for it — never emit heading followed by filler/placeholder text (e.g., "commensurate with experience", "not specified", "N/A", "varies", "TBD") and never create Pay/Schedule/Benefits sections unless posting actually states them. Prefer few substantive sections over many thin ones.
We need to extract substantive content: Position Title Program Assistant (but we don't repeat as heading). Job Category University Staff, Employment Type Terminal (Fixed Term), Job Profile Administrative Assistant II. But these are metadata; we can fold minor metadata into a short
or drop it. Probably we can include a short paragraph with that info.
We have: "A full-time university project staff position is available in the Department of Counseling, Rehabilitation, and Human Services. The business title for this assignment is Program Assistant. This grant funded position is expected to continue through September 2031, which requires a six-month probationary period and renewed annually. At the culmination of grant funding, a permanent position may become available, and the applicant may be eligible to apply through the standard recruitment process. The expected hourly hiring salary will be based on qualifications and experience, with a minimum of $19/hour. Full UW-System benefits apply. This position is supported by the Centers for Medicare & Medicaid Services (CMS) of the U.S. Department of Health and Human Services (HHS) through a subaward as part of a financial assistance award made to the State of Wisconsin Department of Health Services. The contents are those of the author(s) and do not necessarily represent the official views of, nor an endorsement, by CMS/HHS, or the U.S. Government."
We need to remove boilerplate like "The contents are those of the author(s) and do not necessarily represent the official views..." That's likely boilerplate; we should remove.
Qualifications: Minimum / Required: High school diploma or equivalent; Minimum 2 years of administrative or office support experience; Strong organizational and time management skills with ability to manage multiple priorities; Knowledge of common office operations and ability to quickly learn administrative applications; Ability to conduct tasks professionally, accurately, and confidentially; Ability to work independently and collaboratively in a team environment. Highly Desired/Preferred: Associate or Bachelor’s degree; Previous college/university/institutional experience; Experience successfully navigating complex organizational and administrative policies and procedures; Familiarity with software such as Workday and administrative computing systems such as course schedules.
Responsibilities: The Program Assistant serves as administrative support for the Clinical Mental Health Counseling and Master’s in Social Work programs within the Department of Counseling Rehabilitation and Human Services Department. The Program Assistant reports to and works closely with the grant primary investigator and provides support and aid to students, faculty, and programs. Assist with monitoring, tracking, and reconciling the grant budget, funds, services and supplies, and purchasing expenses. Assist with accreditation processes, including documentation, scheduling site visits, etc. Coordinate and manage programmatic and administrative responsibilities including scheduling, data & information management, record keeping and reporting related to program operations. Assist faculty with purchases to support program development, marketing, teaching and scholarship activities. Serve as search committee coordinator when needed for department recruitment. Serve as back-up receptionist for the department as needed.
DEPARTMENT INFORMATION: description of department; we can include as "About the role" maybe.
APPLICATION INSTRUCTIONS: we need to remove application instructions (like deadline, how to apply, attachments, cover letter instructions, etc.) as per instruction: remove application instructions. So we should not include that.
Additional Information: Minimum starting hourly rate of $19.00, commensurate with qualifications and experience. A six-month probationary period is required. University of Wisconsin-Stout Polytechnic does not offer H-1B or other employment-based visa sponsorship for this position. In addition, UW-Stout is not an E-Verify employer and, therefore, cannot support employment authorization under the STEM OPT extension program. A successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment and for maintaining valid work authorization throughout the employment term. If you have questions regarding employment eligibility, please contact Human Resources at 715-232-2149.
Key Job Responsibilities: list of duties (Tracks, stocks, orders, and inventories office supplies...). This seems duplicate of responsibilities but more specific. We need to preserve all substantive info; we can combine responsibilities and key job responsibilities into a list under Responsibilities.
Guidelines To Ensure Consideration: basically repeats cover letter instructions; we should remove as application instructions.
Policy statements about accommodation, EEO, benefits link, etc. We need to remove boilerplate EEO/equal-opportunity, scam-warning, etc. Benefits link maybe we can keep if it's substantive? It says "The Universities of Wisconsin provides an excellent benefits package including participation in the Wisconsin State retirement plan, demonstrating our commitment to the diverse needs of our employees. Employee Benefits: https://www.wisconsin.edu/ohrwd/benefits/To calculate the estimated value of your total compensation, use the Health & Retirement Contributions Estimator | Employee Benefits (wisconsin.edu)". This is benefits info; we can include a Benefits section with that description (but not the link? The link is okay as part of prose). However we must not create Benefits section unless posting actually states them. It does state benefits: "Full UW-System benefits apply." and later description. So we can include Benefits.
Pay: we have minimum hourly rate $19/hour, commensurate with qualifications and experience. That's pay info. We should include Pay section.
Schedule: Not explicitly stated besides full-time. It says "full-time university project staff position". So schedule: full-time. We could include Schedule section with "Full-time". However we need to avoid placeholder like "not specified". It's specified as full-time. So we can include Schedule.
But we must prefer few substantive sections over many thin ones. Could combine Pay and Schedule into one? But rules: use headings for sections like About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. We can choose which to include. We need to include sections only when posting has real, specific content. We have content for About the role (department info, position description), Responsibilities (duties), Qualifications (minimum and preferred), Benefits, Pay, Schedule. Skills maybe not explicitly listed; we could omit Skills.
We need to avoid duplication. Let's craft:
About the role
A full-time university project staff position is available in the Department of Counseling, Rehabilitation, and Human Services. The business title for this assignment is Program Assistant. This grant-funded position is expected to continue through September 2031, requiring a six-month probationary period and renewed annually. At the culmination of grant funding, a permanent position may become available. The position is supported by the Centers for Medicare & Medicaid Services (CMS) of the U.S. Department of Health and Human Services (HHS) through a subaward as part of a financial assistance award made to the State of Wisconsin Department of Health Services.
Maybe also include department description: "The Department of Counseling, Rehabilitation and Human Services is characterized by committed student-centered professionals who value teaching in a collaborative and participatory work environment. The Department is committed to creating an inclusive campus community. Candidates who have experience working collaboratively with diverse individuals and/or groups and who can contribute to fostering an inclusive environment are encouraged to identify their experience in these areas. Graduates of the program are well-prepared to serve in a variety of diverse settings including public policy programs, mental health care agencies, schools and educational environments, non-profit organizations, Independent Living Centers, community-based agencies, hospital settings, and more. Program faculty also actively engage in collaborative scholarly work with campus, national, and international stakeholders."
We can include that in About the role.
Responsibilities
- Provide administrative support for the Clinical Mental Health Counseling and Master’s in Social Work programs.
- Report to and work closely with the grant primary investigator; support students, faculty, and programs.
- Assist with monitoring, tracking, and reconciling the grant budget, funds, services and supplies, and purchasing expenses.
- Assist with accreditation processes, including documentation and scheduling site visits.
- Coordinate and manage programmatic and administrative responsibilities including scheduling, data & information management, record keeping and reporting related to program operations.
- Assist faculty with purchases to support program development, marketing, teaching and scholarship activities.
- Serve as search committee coordinator when needed for department recruitment.
- Serve as back-up receptionist for the department as needed.
- Track, stock, order, and inventory office supplies to ensure adequate materials are available for workplace operation.
- Schedule logistics and secure resources for meetings, conferences, travel, and work unit operations.
- Send, receive, copy, and distribute communications to the appropriate entities according to established policies and procedures.
- Serve as first point of contact for individuals and groups providing basic organizational information via phone, in person, and through other communication mediums, routing more complex inquiries to the appropriate entities.
Qualifications
Minimum / Required:
- High school diploma or equivalent
- Minimum 2 years of administrative or office support experience
- Strong organizational and time management skills with ability to manage multiple priorities
- Knowledge of common office operations and ability to quickly learn administrative applications
- Ability to conduct tasks professionally, accurately, and confidentially
- Ability to work independently and collaboratively in a team environment
Highly Desired/Preferred:
- Associate or Bachelor’s degree
- Previous college/university/institutional experience
- Experience successfully navigating complex organizational and administrative policies and procedures
- Familiarity with software such as Workday and administrative computing systems such as course schedules
Benefits
Full UW-System benefits apply, including participation in the Wisconsin State retirement plan. The Universities of Wisconsin provides an excellent benefits package demonstrating commitment to the diverse needs of employees. For details, see the Employee Benefits page: https://www.wisconsin.edu/ohrwd/benefits/ and use the Health & Retirement Contributions Estimator to calculate total compensation value.
Pay
The expected hourly hiring salary is based on qualifications and experience, with a minimum of $19.00 per hour.
Schedule
Full-time position.
We must ensure we didn't include any boilerplate like EEO, accommodation, etc. We removed those. Also removed application instructions, deadlines, etc. Also removed duplicated lines like "Key Job Responsibilities" we incorporated into Responsibilities.
Check for any leftover boilerplate: "The contents are those of the author(s) and do not necessarily represent the official views..." removed. "If you have questions regarding employment eligibility, please contact Human Resources at 715-232-2149." That's somewhat specific but could be considered contact info; but it's not a section heading; we could fold into a short paragraph maybe under About the role or separate? It's minor metadata; we could include in a short p
for prose. Do NOT repeat job title as heading. Do NOT put Job ID / requisition numbers as headings. Preserve ALL substantive information; do NOT invent or summarize away detail. Remove boilerplate: cookie/navigation/legal/EEO/equal-opportunity/scam-warning, duplicated lines, application instructions. Include a section ONLY when posting has real, specific content for it — never emit heading followed by filler/placeholder text (e.g., "commensurate with experience", "not specified", "N/A", "varies", "TBD") and never create Pay/Schedule/Benefits sections unless posting actually states them. Prefer few substantive sections over many thin ones. We need to extract substantive content: Position Title Program Assistant (but we don't repeat as heading). Job Category University Staff, Employment Type Terminal (Fixed Term), Job Profile Administrative Assistant II. But these are metadata; we can fold minor metadata into a short
or drop it. Probably we can include a short paragraph with that info. We have: "A full-time university project staff position is available in the Department of Counseling, Rehabilitation, and Human Services. The business title for this assignment is Program Assistant. This grant funded position is expected to continue through September 2031, which requires a six-month probationary period and renewed annually. At the culmination of grant funding, a permanent position may become available, and the applicant may be eligible to apply through the standard recruitment process. The expected hourly hiring salary will be based on qualifications and experience, with a minimum of $19/hour. Full UW-System benefits apply. This position is supported by the Centers for Medicare & Medicaid Services (CMS) of the U.S. Department of Health and Human Services (HHS) through a subaward as part of a financial assistance award made to the State of Wisconsin Department of Health Services. The contents are those of the author(s) and do not necessarily represent the official views of, nor an endorsement, by CMS/HHS, or the U.S. Government." We need to remove boilerplate like "The contents are those of the author(s) and do not necessarily represent the official views..." That's likely boilerplate; we should remove. Qualifications: Minimum / Required: High school diploma or equivalent; Minimum 2 years of administrative or office support experience; Strong organizational and time management skills with ability to manage multiple priorities; Knowledge of common office operations and ability to quickly learn administrative applications; Ability to conduct tasks professionally, accurately, and confidentially; Ability to work independently and collaboratively in a team environment. Highly Desired/Preferred: Associate or Bachelor’s degree; Previous college/university/institutional experience; Experience successfully navigating complex organizational and administrative policies and procedures; Familiarity with software such as Workday and administrative computing systems such as course schedules. Responsibilities: The Program Assistant serves as administrative support for the Clinical Mental Health Counseling and Master’s in Social Work programs within the Department of Counseling Rehabilitation and Human Services Department. The Program Assistant reports to and works closely with the grant primary investigator and provides support and aid to students, faculty, and programs. Assist with monitoring, tracking, and reconciling the grant budget, funds, services and supplies, and purchasing expenses. Assist with accreditation processes, including documentation, scheduling site visits, etc. Coordinate and manage programmatic and administrative responsibilities including scheduling, data & information management, record keeping and reporting related to program operations. Assist faculty with purchases to support program development, marketing, teaching and scholarship activities. Serve as search committee coordinator when needed for department recruitment. Serve as back-up receptionist for the department as needed. DEPARTMENT INFORMATION: description of department; we can include as "About the role" maybe. APPLICATION INSTRUCTIONS: we need to remove application instructions (like deadline, how to apply, attachments, cover letter instructions, etc.) as per instruction: remove application instructions. So we should not include that. Additional Information: Minimum starting hourly rate of $19.00, commensurate with qualifications and experience. A six-month probationary period is required. University of Wisconsin-Stout Polytechnic does not offer H-1B or other employment-based visa sponsorship for this position. In addition, UW-Stout is not an E-Verify employer and, therefore, cannot support employment authorization under the STEM OPT extension program. A successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment and for maintaining valid work authorization throughout the employment term. If you have questions regarding employment eligibility, please contact Human Resources at 715-232-2149. Key Job Responsibilities: list of duties (Tracks, stocks, orders, and inventories office supplies...). This seems duplicate of responsibilities but more specific. We need to preserve all substantive info; we can combine responsibilities and key job responsibilities into a list under Responsibilities. Guidelines To Ensure Consideration: basically repeats cover letter instructions; we should remove as application instructions. Policy statements about accommodation, EEO, benefits link, etc. We need to remove boilerplate EEO/equal-opportunity, scam-warning, etc. Benefits link maybe we can keep if it's substantive? It says "The Universities of Wisconsin provides an excellent benefits package including participation in the Wisconsin State retirement plan, demonstrating our commitment to the diverse needs of our employees. Employee Benefits: https://www.wisconsin.edu/ohrwd/benefits/To calculate the estimated value of your total compensation, use the Health & Retirement Contributions Estimator | Employee Benefits (wisconsin.edu)". This is benefits info; we can include a Benefits section with that description (but not the link? The link is okay as part of prose). However we must not create Benefits section unless posting actually states them. It does state benefits: "Full UW-System benefits apply." and later description. So we can include Benefits. Pay: we have minimum hourly rate $19/hour, commensurate with qualifications and experience. That's pay info. We should include Pay section. Schedule: Not explicitly stated besides full-time. It says "full-time university project staff position". So schedule: full-time. We could include Schedule section with "Full-time". However we need to avoid placeholder like "not specified". It's specified as full-time. So we can include Schedule. But we must prefer few substantive sections over many thin ones. Could combine Pay and Schedule into one? But rules: use headings for sections like About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. We can choose which to include. We need to include sections only when posting has real, specific content. We have content for About the role (department info, position description), Responsibilities (duties), Qualifications (minimum and preferred), Benefits, Pay, Schedule. Skills maybe not explicitly listed; we could omit Skills. We need to avoid duplication. Let's craft:
About the role
A full-time university project staff position is available in the Department of Counseling, Rehabilitation, and Human Services. The business title for this assignment is Program Assistant. This grant-funded position is expected to continue through September 2031, requiring a six-month probationary period and renewed annually. At the culmination of grant funding, a permanent position may become available. The position is supported by the Centers for Medicare & Medicaid Services (CMS) of the U.S. Department of Health and Human Services (HHS) through a subaward as part of a financial assistance award made to the State of Wisconsin Department of Health Services.
Maybe also include department description: "The Department of Counseling, Rehabilitation and Human Services is characterized by committed student-centered professionals who value teaching in a collaborative and participatory work environment. The Department is committed to creating an inclusive campus community. Candidates who have experience working collaboratively with diverse individuals and/or groups and who can contribute to fostering an inclusive environment are encouraged to identify their experience in these areas. Graduates of the program are well-prepared to serve in a variety of diverse settings including public policy programs, mental health care agencies, schools and educational environments, non-profit organizations, Independent Living Centers, community-based agencies, hospital settings, and more. Program faculty also actively engage in collaborative scholarly work with campus, national, and international stakeholders." We can include that in About the role.Responsibilities
- Provide administrative support for the Clinical Mental Health Counseling and Master’s in Social Work programs.
- Report to and work closely with the grant primary investigator; support students, faculty, and programs.
- Assist with monitoring, tracking, and reconciling the grant budget, funds, services and supplies, and purchasing expenses.
- Assist with accreditation processes, including documentation and scheduling site visits.
- Coordinate and manage programmatic and administrative responsibilities including scheduling, data & information management, record keeping and reporting related to program operations.
- Assist faculty with purchases to support program development, marketing, teaching and scholarship activities.
- Serve as search committee coordinator when needed for department recruitment.
- Serve as back-up receptionist for the department as needed.
- Track, stock, order, and inventory office supplies to ensure adequate materials are available for workplace operation.
- Schedule logistics and secure resources for meetings, conferences, travel, and work unit operations.
- Send, receive, copy, and distribute communications to the appropriate entities according to established policies and procedures.
- Serve as first point of contact for individuals and groups providing basic organizational information via phone, in person, and through other communication mediums, routing more complex inquiries to the appropriate entities.
Qualifications
Minimum / Required:
- High school diploma or equivalent
- Minimum 2 years of administrative or office support experience
- Strong organizational and time management skills with ability to manage multiple priorities
- Knowledge of common office operations and ability to quickly learn administrative applications
- Ability to conduct tasks professionally, accurately, and confidentially
- Ability to work independently and collaboratively in a team environment
Highly Desired/Preferred:
- Associate or Bachelor’s degree
- Previous college/university/institutional experience
- Experience successfully navigating complex organizational and administrative policies and procedures
- Familiarity with software such as Workday and administrative computing systems such as course schedules
Benefits
Full UW-System benefits apply, including participation in the Wisconsin State retirement plan. The Universities of Wisconsin provides an excellent benefits package demonstrating commitment to the diverse needs of employees. For details, see the Employee Benefits page: https://www.wisconsin.edu/ohrwd/benefits/ and use the Health & Retirement Contributions Estimator to calculate total compensation value.
Pay
The expected hourly hiring salary is based on qualifications and experience, with a minimum of $19.00 per hour.
Schedule
Full-time position.
We must ensure we didn't include any boilerplate like EEO, accommodation, etc. We removed those. Also removed application instructions, deadlines, etc. Also removed duplicated lines like "Key Job Responsibilities" we incorporated into Responsibilities. Check for any leftover boilerplate: "The contents are those of the author(s) and do not necessarily represent the official views..." removed. "If you have questions regarding employment eligibility, please contact Human Resources at 715-232-2149." That's somewhat specific but could be considered contact info; but it's not a section heading; we could fold into a short paragraph maybe under About the role or separate? It's minor metadata; we could include in a short p