University Services Associate 2



Posting Details

Recruitment Number

969

Working Title

University Services Associate 2

Position Type

Staff/Administrative

Appointment Percentage

100

Division/College

Academic Affairs Division

Description of College / Department / Program / Division / Unit

Position Summary

The University Services Associate 2 is the lead staff member in answering a high volume of phone calls and assisting visitors to the Admissions office. This individual is also responsible for the initial processing of admission applications, which includes gathering data, updating data, and accessing electronic applications. This individual’s other responsibilities include coordinating all mail activities and processing freshman enrollment cancellations. The person in this position performs a variety of office support functions to fulfill responsibilities, and will utilize PeopleSoft, ImageNow, Target X/Salesforce CRM, Qualtics, Microsoft Word, Outlook, Calendar, Excel, and Internet Explorer.

This position will work extensively with prospective students and their families and must have strong customer service skills, good computer skills, be knowledgeable of database software, and have excellent telephone and oral communication skills. In addition, the ability to multitask is essential to overall job performance. All responsibilities shall be executed while demonstrating a commitment to Inclusive Excellence. The normal work schedule for this position is 7:45 a.m. to 4:30 p.m.

Required Qualifications

• High school diploma 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 email functions and electronic calendars.
• Excellent customer service skills (face-to-face, phone, email)
• Effective oral and written communication skills.
• Excellent organizational and time management skills.
• Ability to coordinate projects, multi-task, and work independently.
• Possess an attention to details despite frequent interruptions.
• Ability to use discretion and good judgment regarding confidential information.

Preferred Qualifications

• Earned Associate and/or Bachelor’s degree(accreditation standards of degree-granting institution meets acceptable levels of quality and academic standards)
• Work experience in higher education setting
• Work experience in providing quality customer service
• Ability and willingness to maintain and enhance professional competencies by participating in professional development workshops, seminars, and training sessions, related to current position responsibilities.

Physical Demands

Working conditions and environment

Miscellaneous Information

Duties/Responsibilities

These are the job duties required for the position.

Responsibility Statement

Function as Lead for Phone Calls and Assisting Visitors

Duties to Support Responsibility

• Receive and screen telephone calls. Provide information, direct call to appropriate office or take message. Schedule office appointments with appropriate admissions staff members upon determining nature of inquiry.
• Greet, screen, and refer visitors to appropriate staff. Notify staff of visitor’s arrival.
• Assemble folder with appropriate materials for visitors; label each folder.
• Respond to prospective students regarding university and admission issues.
• Assist with online visit reservations for prospective students and parents using Target X and Salesforce
• Examine database to determine application status.

Percentage Of Time

35

Essential

Yes

Responsibility Statement

Initiate and Support Admissions Application Process

Duties to Support Responsibility

• Review individual applications to determine application type and route to appropriate staff member.
• Collect application fees and generate receipts. Stamp checks, scan, and update student record.
• Prepare weekly deposit for the Cashier’s Office.
• Review applications within New Application Queue to verify next step.
• Assemble admit packets with enrollment deposit information and campus visit invitation.
• Verify information on the admission letter for accuracy, sign and send.
• Verify information on the incomplete, deny and cancel letters, and send.
• Send $100 enrollment deposit confirmation letter with housing information.

Percentage Of Time

20

Essential

Yes

Responsibility Statement

Responsible for Incoming & Outgoing Mail

Duties to Support Responsibility

• Open, review and route correspondence.
• Utilize database in order to sort and distribute mail.
• Scan transcripts into ImageNow and route to appropriate staff member.
• Gather outgoing mail.

Percentage Of Time

20

Essential

Yes

Responsibility Statement

Provide Administrative Support and General Office Management

Duties to Support Responsibility

• Create and revise office forms.
• Prepare materials for printing/copying.
• Assist other staff members with projects and bulk mailings.
• Print hard copy of daily office appointments and tours. Maintain accurate and up-to-date hard copy of appointments and tours for director’s review.
• Assist with the answering of general admissions emails.
• Process information requests and mail appropriate materials.

Percentage Of Time

15

Essential

Yes

Responsibility Statement

Process Cancellation of Enrollment for New Freshmen & Miscellaneous

Duties to Support Responsibility

• Access student records, enter cancellation date and refund information.
• Call or email students to verify cancellation when necessary.
• Contact appropriate offices to notify them of cancellations.
• Send verification letters to students acknowledging cancellation.
• Other duties as assigned by supervisor.

Percentage Of Time

10

Essential

No

Posting Detail Information

Special Instructions

Posting Date

08/31/2020

Close Date

Continuous Recruitment

Continuous Recruitment First Review Date

09/14/2020

Position Contact Name

Position Contact Email

Required Documents
Required Documents
  1. Resume/Curriculum Vitae
  2. Cover Letter/Letter of Application
Optional Documents
  1. Reference Contact Information
Supplemental 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 prefer my identity remain confidential and have ready and understand that if I am one of the finalists for this position, my name may be released.
    • I do not request that my identity remain confidential.
  2. 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


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