Administrative Assistant II - Residence Life

Recruitment Number 1551 Number of Vacancies 1 Working Title Administrative Assistant II - Residence Life Classification Title ADMINISTRATIVE ASSISTANT II Proposed Salary to be Offered 16.00/ hour Appointment Percentage (Budget) 100 Position Summary

This position provides administrative assistance as required to support the Office of Residence Life. The position requires independent decision-making under the general supervision of the Associate Director for Operations, and day-to-day supervision of the Occupancy Manager. This position has specific administrative responsibilities related to the management and customer service of daily office emails, phone calls, and visitors. Supervising, onboarding, and training of student office workers. Inventory and office supply management. Administrative support for the Central Office Staff.

Position Type Staff/Administrative Pay Basis Hourly FLSA Non-Exempt Contingent Upon Funding No Is this position eligible for employment sponsorship, (H1B or PERM)? No Required Qualifications

• Minimum of high school diploma.

• Excellent oral and written communication skills and practices.

• Strong customer service skills.

• Ability to work independently and in a team or group setting.

• Ability to meet and work effectively with people across multiple levels of the organization.

• Ability to use discretion and good judgement regarding confidential information.

• Ability to multi-task and coordinate multiple projects.

• Strong attention to detail with high organizational skills in a fast paced office environment

Preferred Qualifications

• Office/administrative work experience.

• Knowledge of policies, procedures, and protocols of the administrative office.

• Knowledge and experience in the use of Microsoft Office Suite including MS Word, MS Excel, MS PowerPoint.

• Ability to plan, assign and supervise the work of student employees.

• Knowledge and commitment to diversity and social justice.

• Understanding of college student development.

• Demonstrated knowledge of residence hall environments and/or occupancy management situations (hotel, camps, conferences, etc.)

• Ability to learn University computer hardware and software systems (Wings, PeopleSoft, Star Rez, etc.).

Physical Demands

Reasonable Accommodations

UWL 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 hrinfo@uwlax.edu or 608.785.8013. This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.

All position descriptions are required to provide physical demands and working condition/environment and may not be published in the job announcement. For information on the physical demands and/or working conditions/environment for this position, please contact Human Resources at hrinfo@uwlax.edu or 608.785.8013.

Working conditions and environment

• Requires a great deal of computer work and sitting.

• Repetitive movement of hands and fingers typing and/or writing

• Possible evening / weekend hours during residence hall move-in, residence hall closing, opening and closings, or other major events.

Miscellaneous Information

Information about your Benefits

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.

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.

Information about UWL and the Surrounding Region

The University of Wisconsin-La Crosse (UW-La Crosse) provides a challenging, dynamic, and diverse learning environment in which the entire university community is fully engaged in supporting student success. Grounded in the liberal arts, UW-La Crosse fosters curiosity and life-long learning through collaboration, innovation, and the discovery and dissemination of new knowledge. Acknowledging and respecting the contributions of all, UW-La Crosse is a regional academic and cultural center that prepares students to take their place in a constantly changing world community.

For more than a decade UW-La Crosse has been named one of Kiplinger's 100 Best Values in Public Universities and has appeared prominently on the U.S. News & World Report list of "America's Best Colleges" for more than 15 years, and is ranked #4 on its list of the Best Regional Public Universities in the Midwest. UW-La Crosse ranks 6th nationally among the Top LGBTQ-Friendly Colleges for 2018-19 by AffordableCollegesOnline.org (ACO).

With a student population of roughly 10,500, the university offers 91 undergraduate programs, 21 graduate programs, and 2 doctoral programs through the following three colleges, the College of Arts, Social Sciences, and Humanities, the College of Business Administration, and the College of Science and Health, as well as the School of Education. There are over 600 full-time faculty and instructional academic staff, 75 percent of whom hold terminal degrees. UW-La Crosse boasts a retention rate (freshmen returning as sophomores) of 84 percent, graduation rate (degree within six years) of 70 percent, and is among only 12 institutions cited nationally by the American Association of State Colleges and Universities for its success in linking campus culture and university leadership to outstanding graduation rates.

UW-La Crosse's strategic plan Sustaining Excellence continues to move our community forward through its four pillars: increasing community engagement, achieving excellence through equity and diversity, investing in our people, and advancing transformational education. More information about the ongoing work of Sustaining Excellence is available at www.uwlax.edu/info/strategic-plan.

The UW-La Crosse campus is in southwestern Wisconsin, nestled in a residential area of the City of La Crosse and positioned as part of a larger metro area with a population close to 140,000. The area, known as the 7 Rivers Region, is famous for its exceptional natural beauty which includes the Mississippi River on one side, majestic bluffs on the other, and views of rolling farmland and forested valleys in between. Abundant water, woodlands and varying terrain provide ample opportunities for year-round outdoor recreation. Only a couple of hours from Minneapolis or Madison, La Crosse enjoys the affordability and charm of small town living with larger city benefits. Three colleges, two world-class medical institutions, the La Crosse Symphony Orchestra, a restored nineteenth century downtown business district, and a number of galleries and art centers have made La Crosse a regional center for culture, entertainment, medical care, shopping, sports and recreation. More information about the La Crosse metro area can be found here: Choose La Crosse. Learn more about UW-La Crosse here: https://www.uwlax.edu/human-resources/services/talent-acquisition-and-employment/finalist-welcome/

AA/EO Statement

The University of Wisconsin-La Crosse is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. We strongly encourage women, minorities, people with disabilities and veterans to apply. UWL, in compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, does not discriminate on the basis of race, color, national origin, religion, sex, sexual orientation, gender identity/expression, disability, or protected veteran status.

COMMITMENT TO INCLUSIVE EXCELLENCE

Inclusive Excellence is a source of strength, creativity, and innovation for the University of Wisconsin La Crosse. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the Universities of Wisconsin community. We commit ourselves to the pursuit of excellence in teaching and learning, research, scholarship, creative activity, community service, and diversity as inextricably linked goals.

The University of Wisconsin La Crosse fulfills this by creating a welcoming and inclusive community for people from every background - people who serve the State of Wisconsin and the public good.

Annual Security and Fire Safety Report (Clery Act)

For the UWL Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see https://www.uwlax.edu/police/annual-security-report/ or contact the University Police Department at 608.785.9000.

Redbook Position Yes Division/College Student Affairs Division 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.

Duties/Responsibilities

These are the job duties required for the position.

Responsibility Statement Customer Service Duties to Support Responsibility

• Greet, screen, and direct visitors (scheduled and unscheduled) having to do with both administrative problems and inquiries as appropriate.

• Screen and answer telephone and voicemail communications for the office dealing with both administrative problems and inquiries as appropriate.

• Serves as a dependable customer service representative for the department, acting as a "one stop shop" for providing answers, explanations, and resources whenever possible, and consulting or referring customers to the appropriate resources when necessary.

• Maintain accurate records of current employee rosters, phone lists, and access for staff and student employees.

• Access and interpret basic student information using the WINGS database.

• Respond to information requests from various sources, including conducting research to find answers and address sensitive issues.

• Provide verification of student employment and residency to potential employers, landlords, and government officials, and US Census.

Responsibility Statement Front Desk Supervision Duties to Support Responsibility

• Hire and supervise 2 to 5 student assistants.

• Train student assistants to serve as receptionists, perform general administrative tasks, use office equipment properly, and cover the office as needed.

• Evaluate and provide ongoing feedback on the performance of student assistants.

• Create and maintain an equitable work shift schedule for the student assistants.

Responsibility Statement Adminstrative Duties to Support Responsibility

• Provide administrative assistance to the Central Office Staff.

• Prepare correspondence, reports, mailings, handouts, and promotional materials.

• Provide support to administrative staff by scheduling appointments, making reservations, and maintaining master calendars.

• Support Eagle Mail Center operations and become familiar with Eagle Mail Center vendors and processes.

• Assist with the administrative needs of onboarding new staff.

• Stay current with the latest computer programs and techniques to effectively meet office needs.

• Become familiar with the responsibilities and administrative tasks of Residence Life staff to assist when the primary person is unavailable or out of the office.

• Assist with budget and financial record keeping with Residence Life student employee programming events.

• Manage vendor maintenance work orders and assess vendor needs throughout the year.

• Assist with communications regarding office opening and closures during breaks & holidays.

• Comply with FERPA laws to ensure the protection of confidential student information.

• Responsible for compiling and drafting the Annual End of Year reports in consultation with the Director of Residence Life.

• Perform other duties and tasks as directed by the Associate Director for Operations.

Responsibility Statement Inventory Management Duties to Support Responsibility

• Responsible for office supply and inventory management. Includes maintaining accurate records of inventory, ordering supplies, inventory organization, and distribution.

• Oversee Residence Life resource room. Maintain equipment use, order supplies, and train staff on using the copier, Cricut, and other resource room equipment.

• Assist with IT equipment inventory and management.

• Maintain records of Residence Hall interim access cards, and complete regular card audits.

Responsibility Statement Housing Occupancy / Contract / Polices Duties to Support Responsibility

• Acquire and maintain a comprehensive understanding of the Residence Life housing contract and policies to effectively address and respond to inquiries.

• Develop and maintain detailed knowledge of the various spaces within all Residence Life buildings to provide informed responses about specific features and answer general inquiries.

• Monitor and reconcile the application deposit and cancellation process for all incoming and returning students across fall, winter, spring, and summer sessions.

• Act on information regarding students housing eligibility and communicate with these students regarding the check in/out process and any ongoing appeal procedures.

• Assign, revoke, and modify student and staff residence hall access privileges to ensure the system remains up to date for residence hall security.

Responsibility Statement Teamwork Duties to Support Responsibility

• Establish and maintain effective relationships with Residence Life staff and ensure open lines of communication. Interact daily with Residence Life Central Office staff to understand priorities and address emerging situations.

• Attend and participate in scheduled Residence Life meetings and professional development sessions.

• Communicate with campus partners, such as Cashiers, Parking, and the Campus Card Office who contact Residence Life for assistance.

Posting Detail Information

Posting Detail Information

Posting Date 08/16/2024 Continuous Recruitment Yes Continuous Recruitment First Review Date 08/30/2024 Close Date Special Instructions

Application deadlines

TO ENSURE CONSIDERATION: Priority consideration is given to those candidates who apply by the listed 'First Review Date'. Applications received after that date may be given consideration at the discretion of the search committee. Application materials will be evaluated, and the most qualified applicants will be invited to participate in the next step of the selection process. Incomplete and/or late application materials may not receive consideration. If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact the Office of Human Resources.

Confidentiality of Applicant Materials

UWL is a state agency and subject to Wisconsin's Open Records Law. UWL 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.

Position Contact Name Eric Thorson Position Contact Email ethorson@uwlax.edu