University Services Associate 2

Posting Details

Recruitment Number


Working Title

University Services Associate 2

Position Type


Appointment Percentage



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 Chancellors Office. The staff of the Division is truly student-centered and concerned about the holistic development of the student.

Position Summary

The University of Wisconsin-La Crosse invites applicants for the position of University Services Associate 2. This position provides administrative assistance as required to support the Office of Residence Life. The position requires independent decision-making under the general supervision from the Assistant Director for Operations. This position has specific administrative responsibilities related to management of daily office emails and phone calls, the residence hall card access system, student room assignments, reconciliation of student cancellations and deposit transactions, and the onboarding and training of student office workers. The normal work schedule for this position is Monday through Friday, 7:45 a.m. to 4:30 p.m.

Required Qualifications

• Minimum of high school diploma.
• 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.
• 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

• Three years of office/administrative work experience.
• Billing and account management experience.
• 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.)
• Strong computer skills and ability to learn University computer hardware and software systems (Wings, PeopleSoft, Star Rez, etc.).

Physical Demands


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



These are the job duties required for the position.

Responsibility Statement

Support of Room Assignments and Applications

Duties to Support Responsibility

• Monitor and reconcile application deposit and cancellation process for the academic school year – fall, winter, spring and summer session for all incoming and returning students.
• Respond to emails and phone calls relating to room assignment program and contract information.
• Assist the Senior Coordinator for Occupancy and the Assistant Director for Operations with daily tasks related to the housing applications and room assignments processes.
• Assist with StarRez room assignments and room changes processes.
• Work with Residence Life staff in generating appropriate Star Rez rosters as needed.
• Communicate directly with hall directors regarding hall occupancy, late assignments, withdrawals, room changes, billings, and other required residence hall data. Establish effective relationship with hall professionals and student staff.
• Act on information received regarding students ineligible to return to school each semester. Communicate with these students regarding the move out process and any on-

going appeals process.
• Check and follow-up on official university withdrawal lists.
• Provide verification of student employment/residency to potential employers, landlords and/or government officials for clearance purposes.- Access WINGS database to review and interpret basic student information.
• Enter student staff into WINGS for grade review. Keep accurate EXCEL document list of student staff for reporting and billing.
• Assist Assistant Director for Operations with management of student housing accommodations approved by the Student ACCESS Center to (emotional support animals, facility accommodations, etc.).
• Work closely with Campus Partners.
• Assist with monitoring of daily housing billing adjustments generated by StarRez to ensure accuracy.

Percentage Of Time




Responsibility Statement

Administrative Management of Residence Hall Key Card Access System

Duties to Support Responsibility

• Administer the operation of CBORD, the Campus Access System to ensure Residence Hall security for all residents. Establish cooperative working relationship with ITS who oversees card administration. – Troubleshoot student card access issues in collaboration with UWL Card Office and ITS .
• Maintain and update a current list of Residence Life Security Privileges and Plans.
• Assign, revoke, change student, winter break, summer, and staff plans and privileges to keep system updated and halls secured.
• Audit hall interim access cards.
• Maintain 24/7 Interim cards and keep usage log. Supply Admissions Office Interim cards for summer tours.

Percentage Of Time




Responsibility Statement

Office Management

Duties to Support Responsibility

• Greet, screen, and direct office visitors/callers to the appropriate staff member.
• In coordination with student office workers, respond to emails and phone calls for the Office of Residence Life. Route questions that are not able to be answered to the appropriate personnel.
• Take and deliver messages via telephone to the appropriate personnel. Check messages for any calls that go to voicemail and direct to the appropriate personnel.
• Provide support to staff within Residence Life; prepare correspondence, reports, mailings, handouts, and forms; schedule appointments for staff.
•Organize workload, determine and identify priorities, coordinate and delegate work to student help.
• Assist Assistant Director for Operations with the interviewing, hiring, training and supervision of student help. Train student help to act as a receptionist, to perform general administrative tasks/duties, to use office equipment property, and cover the office when necessary.
• Provide administrative assistance to the Director, Assistant Directors and Coordinators of ORL .
• Maintain familiarity of the tasks/functions of the other ORL University Services Associate position, in order to provide basis coverage of service during absences.
• Interact professionally with students, parents and others.
• Assist with general IT and office supply and inventory management.
• Assist with budget and financial record keeping.
• Keep up-to-date of latest computer programs and techniques available to best serve office needs.
• Complete other duties and tasks as directed by Assistant Director for Operations.

Percentage Of Time




Posting Detail Information

Special Instructions

Posting Date


Close Date

Continuous Recruitment


Continuous Recruitment First Review Date


Position Contact Name

Tony Hansen, Assistant Director for Operations

Position Contact Email
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. 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)

  4. 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
  5. 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: Are you currently collecting an annuity from the Wisconsin Retirement System, (WRS)?
    • Yes
    • No
  6. How did you hear about this employment opportunity?
    • Chronicle of Higher Education Web Site
    • Discipline-Specific Publication/Web Site
    • HERC Web Site
    • 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
  7. Are you an alum of the University of Wisconsin-La Crosse?
    • Yes
    • No
  8. 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
  9. 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

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