University Services Associate 2

Posting Details

Recruitment Number

1076

Working Title

University Services Associate 2

Position Type

Staff/Administrative

Appointment Percentage

50

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.

Position Summary

Under direct supervision of the Assistant Director, this position provides a wide variety of assistance to the Counseling and Testing Center ( CTC ) in general administrative functions, encompassing administrative, office, clerical, computer, and testing support. This position serves as the primary point of contact for students, faculty and staff who contact the CTC, and as such, assists in the coordination front desk activities. The typical work schedule for this position is mid-morning to mid-afternoon, Monday through Friday. Hours may vary depending on office needs and employee availability, and will be negotiated with the successful candidate upon hire, but will not include evenings or weekends. Hours could increase based on departmental funding.

Required Qualifications

• Minimum of high school diploma or equivalent.
• The ability to provide an atmosphere of compassion and empathy.
• The ability to communicate effectively and respectfully to persons from all backgrounds, and commitment to ongoing learning about our students’ identities so as to provide affirming and accessible services to all.
• Knowledge and experience in the use of computer software including Microsoft Office Suite (i.e. Word, Excel, PowerPoint, etc.).
• Ability to use discretion and good judgment regarding confidential information.
• Effective oral and written communication skills.
• Excellent organizational and time management skills.

Preferred Qualifications

• General knowledge of medical/mental health office procedures, including the use of electronic medical record-keeping systems.
• Knowledge of and compliance with all department policies and procedures, including HIPAA and FERPA .
• Knowledge and experience in the use of e-mail (i.e. Outlook, Gmail) functions including electronic calendars.
• Ability to coordinate projects, work independently, and set priorities to meet the demands of the position.
• The ability to manage multiple priorities in a fast-paced environment.
• Knowledge of policies, procedures and protocols of an administrative office.
• Ability to meet and work effectively with people across multiple levels of the organization.
• 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

• Limited physical demands, as this is a typical office setting.

Working conditions and environment

Expectations are to provide in-person client services; however, if public health concerns persist, some remote services will be required.

Miscellaneous Information

The University of Wisconsin System and the University of Wisconsin–Madison are engaged in a redesign of job title and compensation structures. The Title and Total Compensation Project will result in relevant and market-informed titles to help us keep and grow our outstanding workforce. If you are the successful candidate, your title is subject to change in November 2021. For more information, visit: https://www.wisconsin.edu/ohrwd/title-and-total-compensation-study/

Duties/Responsibilities

These are the job duties required for the position.

Responsibility Statement

Administrative & services support

Duties to Support Responsibility

• Maintain absolute confidentiality in accordance with American Psychological Association guidelines, Wisconsin State Statutes, and IACS accreditation standards.
• Produce correspondence on behalf of the CTC . Arrange meetings as requested by Assistant Director, Director, Office Manager, and clinical staff.
• Maintain and update calendar for Assistant Director.
• Field telephone, walk-in, e-mailed and mailed correspondence, answering when able and/or routing as appropriate.
• Assist in creating policies and procedures. Update and maintain policies and procedures as needed.
• Serve as the primary reception administrator – greet students, answer questions, schedule appointments, and help register clients for services, including testing services. Provide an atmosphere of sensitivity, inclusivity, and empathy.
• Manage staff schedules on the electronic medical records system, Point N Click (PnC). Consult, as necessary, with Assistant Director clinicians regarding requests for urgent appointments.
• Scan confidential documents into Point N Click. Develop and maintain client files in accordance with state statutes and University of Wisconsin System policy.
• Respond with the utmost professionalism to telephone calls, emails and face to face interactions from clients, students, family members, faculty, staff, and visitors. Direct and refer them to appropriate Counseling and Testing Center staff and/or other offices.
• Communicate with Front Office Coordinator, Assistant Director, and Office Manager to determine front office needs and help implement plans into the office workflow.
• Attend staff meeting, provide input on service delivery, and incorporate staff decisions into the front office workflow. Take staff meeting minutes as needed.
• Maintain a clean and organized reception and waiting area. Sanitize front office furnishings several times each day – e.g. counter top, computer kiosks, door knobs.
• Maintain an organized and well stocked inventory of center publications and resources (brochures, pamphlets, digital signage, library books), as well as clinical and administrative forms.
• In collaboration with the Outreach Coordinator, assist in coordinating the design and production of CTC publications.
• Assist in maintaining CTC website.
• Attend division meetings. Attend, as appropriate and relevant to the position, seminars, workshops, and courses to enhance communication and management skills, computer literacy, multicultural competencies and administrative expertise.
• Ensure campus mail is sent out and picked up daily.

Percentage Of Time

70

Essential

Yes

Responsibility Statement

Financial/Purchasing duties

Duties to Support Responsibility

• Manage inventory and the purchasing of office supplies (including business cards, name plates, name tags, etc.).
• Coordinate billing of specific fee based services to students. Process invoice, payment, and record revenue.

Percentage Of Time

20

Essential

Yes

Responsibility Statement

Testing program support

Duties to Support Responsibility

• Greet and Register clients for testing.
• Provide information as requested by students and community members regarding the Computer-Based Testing programs.

Percentage Of Time

5

Essential

No

Responsibility Statement

Miscellaneous

Duties to Support Responsibility

• Serve on CTC and university committees as needed.
• Other duties as assigned by supervisor and Office Manager.

Percentage Of Time

5

Essential

No

Posting Detail Information

Special Instructions

Posting Date

07/16/2021

Close Date

Continuous Recruitment

Yes

Continuous Recruitment First Review Date

08/02/2021

Position Contact Name

Crys Champion

Position Contact Email

hrinfo@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. 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
3. 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
4. Are you an alum of the University of Wisconsin-La Crosse?
   • Yes
   • No
5. 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
6. 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
7. 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
8. 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)
   
   
9. 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.
10. Are you legally eligible to work in the United States?
    • Yes
    • No