Univ Services Assoc 2

Posting Details

Recruitment Number

995

Working Title

Univ Services Assoc 2

Position Type

Staff/Administrative

Appointment Percentage

100

Division/College

Academic Affairs Division

Description of College / Department / Program / Division / Unit

The Academic Advising Center and Career Services is a team of educators who advise, encourage, challenge, and support students in their academic planning and career development. We are committed to continuous improvement and innovation in services and programming. We seek to empower students to pursue the knowledge and experience necessary to make informed academic and career decisions congruent with their values and identity, leading to success at UWL and beyond. Our office is made up of academic advisors, career advisors, and pre-health advisors

Position Summary

This position provides first line customer service at the Academic Advising Center & Career Services ( AACCS ) front desk; maintains and updates data in Handshake (Career Services web based record system), manages and trains all student workers, generates reports and mass emails from Handshake, assists with communication with students, faculty/staff and employers; and provides administrative support for the Academic Advising Center & Career Services staff.

Required Qualifications

• Minimum of high school diploma or equivalent.
• Excellent customer service skills (face-to-face, phone, email)
• Strong attention to detail with high organizational skills in a fast paced office environment.
• Knowledge and experience working with policies, procedures, and protocols in an administrative office.
• Experience working effectively with people across multiple levels of an organization.
• Experience working with discretion, using good judgement regarding confidential information.
• Experience multi-tasking and coordinating multiple projects.
• Knowledge and experience in the use of Microsoft Office Suite including MS Word, MS Excel, MS PowerPoint and social media platforms.
• Excellent oral and written communication skills and practices.

Preferred Qualifications

• Three years of office/administrative work experience providing quality customer service.
• Experience supervising the work of student employees (or other employees).
• Knowledge and experience working with diverse populations.
• Ability and willingness to maintain and enhance professional competencies by participating in professional development workshops, seminars, and training sessions, related to current position responsibilities.
• Work experience in higher education setting.

Physical Demands

Working conditions and environment

Miscellaneous Information

The successful applicant will demonstrate a commitment to multiculturalism, diversity and inclusive excellence, and an ability to work with students and colleagues from diverse backgrounds.

This is a full-time position with expected continuous employment and includes a State of Wisconsin benefits package.

Duties/Responsibilities

These are the job duties required for the position.

Responsibility Statement

Front Desk Operations

Duties to Support Responsibility

Oversee Academic Advising Center & Career Services ( AACCS ) Front Desk Operations:
• Maintain an orderly and welcoming office environment, greet all visitors (students, faculty/staff, families, and employers) with pleasant and professional demeanor, and assist visitors in locating campus resources and services (including other offices on campus, parking information, local information).
• Check in appointments using check in system, Navigate, and notify staff when appointments have arrived via instant messaging system
• Answer phone calls and transfer calls to staff; monitor fax machine
• Schedule appointments with staff (18 advising/administrative staff, plus graduate assistants, peer advisors and interns) and accept reservations for AACCS facilities; Maintain AACCS shared calendars and update with events
• Check AACCS general email accounts, respond or forward mail as needed and update password for account as required
• Receive, open, sort and deliver mail
• Assist with employer questions, check-in and testing of candidates as needed
• Assist students in Resource Center with materials and web resources

Percentage Of Time

50

Essential

Yes

Responsibility Statement

Data Management and Communication

Duties to Support Responsibility

• Maintain databases and track data using a variety of systems, PeopleSoft, Handshake (employment database and event management software), Navigate (appointment scheduling and student information software), Emma (email marketing/ communication software), Microsoft Outlook and Excel, Word. Use data to send out mail merge documents, create labels, run generic reports, and track student participation in office events
• Monitor and manage employer requests/job approvals in Handshake
• Review and distribute weekly newsletter to students
• Perform a variety of office support functions and utilize social media (Instant Messaging and Facebook), Qualtrics, Outlook.
• Update websites for AAC & CS as needed
• Assist with the distribution of event promotional materials including updating campus calendar, campus monitors and etc.
• Handle confidential information with tact, discretion and in compliance with FERPA regulations.

Percentage Of Time

25

Essential

Yes

Responsibility Statement

Student Staff Training

Duties to Support Responsibility

• Manage, advise, mentor and train new student employees on general office procedures, including but not limited to:
• Appointment scheduling, shared calendar system and checking in appointments
• Responding to email inquiries and phone calls
• Operating office equipment

Percentage Of Time

15

Essential

Yes

Responsibility Statement

Administrative Support Staff

Duties to Support Responsibility

• Draft agendas and record meeting notes
• Assist with general office support including arranging meetings, scheduling and reserving rooms and facilities, assisting with events, assisting with assigning tasks to student workers, and assisting staff with office and special projects
• Maintains inventory and tracks spending for office supplies and equipment, including technology. Purchases supplies as needed and determined by Director and Assistant Director
• Generate bids, purchase order requests, direct pays, and invoices as needed to reconcile budgets. Prepare back up documentation and required paperwork to process budget requests.
• Serve as the liaison to vendors to order supplies

Percentage Of Time

10

Essential

Yes

Posting Detail Information

Special Instructions

Posting Date

02/01/2021

Close Date

Continuous Recruitment

Yes

Continuous Recruitment First Review Date

02/14/2021

Position Contact Name

Becky Vianden, Director

Position Contact Email

bvianden@uwlax.edu
Required Documents
Required Documents

1. Resume/Curriculum Vitae
2. Cover Letter/Letter of Application
3. Reference Contact Information

Optional DocumentsSupplemental 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 wish for my name to remain confidential until the university is no longer able to do so.
   • I waive my right to keep my name confidential through the application process.
2. Will you now or in the future require visa sponsorship for employment at the University of Wisconsin-La Crosse? (UW-L and UW System institutions pay for some or all of the sponsorship costs. Some candidates may require an H1B or another form of employment sponsorship to work in the US. This question is asked so that if you are the successful candidate, Human Resources can work with your work unit to begin the process of obtaining this visa).
   • Yes, I will require sponsorship prior to employment.
   • Yes, I will require sponsorship for continued employment if hired.
   • No, I do not require sponsorship and am eligible to work in the US.
3. Are you currently employed by or have you been employed by a UW System institution or a State of Wisconsin agency during the last seven (7) years? Please answer yes or no. If yes, provide the institution or agency name, your supervisor and contact information, including phone number and email address.
   • Yes
   • No
4. Please provide your most recent employer, supervisor name and contact information, including phone number and email address. (Pursuant to UW System Administrative Policy 1275, UW System requires reference checks related to sexual harassment and sexual violence to be conducted at a minimum with a final candidate’s most recent employer and with all previous UW System institution and State of Wisconsin agency employers from the past seven years. UW-L will notify you prior to contacting your supervisor).
   
   (Open Ended Question)
   
   
5. Were you ever found to have engaged in any sexual violence or sexual harassment in a previous work assignment? (Required under UW System Administrative Policy 1275)
   • Yes
   • No
6. Are you currently under investigation or have ever left employment during an active investigation in which you were accused of sexual violence or sexual harassment? (Required under UW System Administrative Policy 1275)
   • Yes
   • No
7. After you retire from a Wisconsin Retirement System (WRS) employer, you may return to work with a WRS employer as a rehired annuitant, provided certain requirements are met. There are no restrictions on what type of position a rehired annuitant can hold. Under the WRS, there is no limit to how much you may earn as a rehired annuitant. (Learn more: https://www.wisconsin.edu/ohrwd/benefits/life-events/empcha/ra/). Are you currently collecting an annuity from the Wisconsin Retirement System, (WRS)?
   • Yes
   • No
8. 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
9. Are you an alum of the University of Wisconsin-La Crosse?
   • Yes
   • No