Job Description

Posting Details

Position Information

Recruitment Number

1620

Number of Vacancies

1

Working Title

Administrative Assistant II

Classification Title

Administrative Assistant II

Proposed Salary to be Offered

$16.00 / hour

Appointment Percentage (Budget)

.75

Position Summary

Provides administrative and programmatic support to the offices of Multicultural Student Services and McNair Scholars Program. This multi-function position works with personnel, students, and members of the public from all ethnic, socioeconomic, and cultural backgrounds, often dealing with confidential and sensitive information and reporting directly to the directors of each office. Essential qualities include advanced organization, interpersonal communication, and intercultural skills, computer literacy, expense/budgetary skills, and ability to independently manage and prioritize numerous responsibilities. Responsible for coordinating, training and assisting in the supervision of student office workers. Work is carried out independently under general direction using expertise, discretion, and judgment to successfully achieve the goals and mission of the department/units.

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

• Experience as administrative support in an office setting.
• Demonstrates competence with software including Microsoft Office Suite, especially SharePoint, Excel, Outlook, Teams, and Calendar.
• Bookkeeping, archive maintenance, and/or expense management experience.
• Excellent organizational, time management, and prioritization skills with an attention to detail despite interruptions.
• Ability to work independently and collaboratively to set priorities and goals to meet the demands of the position.
• Demonstrated experience and evidence of:
  • establishing a work environment that affirms and embraces identities from all backgrounds
  • strong verbal and written communication and interpersonal skills,
  • excellent work habits, such as attendance, punctuality, accountability, thoroughness, and resourcefulness
  • good judgment including sensitivity to personal and confidential information.

Willingness to learn technological tools used for expense processing, procurement, electronic agreements, and other software used in higher education.

Preferred Qualifications

• More than one-year experience as administrative support in higher education or relevant field.
• More than one year expense management experience
• More than one-year computer skills and knowledge (Microsoft Office, PeopleSoft, Blumen, WISER, ShopUW+, Concur)
• Associate degree or professional certification.
• Knowledge of inventory/record keeping.
• Knowledge of and experience with procurement processes
• Knowledge of event and/or travel planning
• Ability to plan, assign, and supervise the work of others (student supervision).
• Willingness to maintain and enhance professional competencies by participating in professional development workshops, seminars, and training sessions, related to current position responsibilities.
• Ability to meet and work effectively with people across multiple levels of the organization, including students, faculty and administrators across the university.
• Experience and evidence of working with populations with different ethnic, socioeconomic, and cultural backgrounds

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

Office setting

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 .

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:

Civil Rights and Compliance Statement
The University of Wisconsin-La Crosse is an equal opportunity employer committed to hiring faculty and staff that are qualified and broadly trained. UWL, in compliance with Title VII of the Civil Rights Act is committed to fostering an environment that embraces inclusive excellence and equitable treatment of all parties. Title VII prohibits employment discrimination based on age, race, color, national origin, religion, sex, sexual orientation, gender identity/expression, disability, or protected veteran status. 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.

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 or contact the University Police Department at 608.785.9000.

Redbook Position

Yes

Division/College

Diversity and Inclusion

Description of College / Department / Program / Division / Unit

The Division of Access, Belonging, & Compliance is committed to fostering a strong sense of community where everyone feels valued and has the opportunity to thrive. The division fosters leadership development and advocacy programming that empowers faculty, staff, and students to pursue the Wisconsin Idea and succeed in a complex global society. The Division includes the following departments: Center for Civil Dialogue and Civic Engagement, Disability Resource Center, McNair Scholars, Office of Multicultural Student Services, Office of Civil Rights and Compliance, Pride Center, Student Support Services, Title IX, and Youth Protections.

Duties/Responsibilities

These are the job duties required for the position.

Responsibility Statement

Office Management and Programmatic Support

Duties to Support Responsibility

• Assist with office correspondence and communication
• Update communications used by department regularly to include mailings, emails, announcements, and reports
• Assist with the coordination of department meeting to include agendas, minutes, room reservations and calendar invites
• Schedule meetings and make room reservations
• Manage office supply inventory and equipment (to include computers) under the supervision of the director
• Assist with data collection for retention, grant, and departmental goals for reports and information requests.

Responsibility Statement

Expense Management

Duties to Support Responsibility

• Reconcile and track expenditures for the office in excel.
• Assist in travel planning, cash advances, and processing expense reimbursements
• Assist with creating and processing university forms and documents for the office (i.e. PIR, ASSA, Expense Reports, Food Approvals, Prize Approvals, Work Orders, Purchase Requisitions, IT Requisitions)
• Manage Shop UW+ procurements for the department
• Maintain control on the usage and tracking of the department’s Procurement Card usage and assist with monthly statements when needed.

Responsibility Statement

Communication & Flow of Information

Duties to Support Responsibility

• Coordinate mass mailings and emails to assist in retention efforts
• Compile and create various invitations lists and distribute for events when needed
• Compose and develop marketing/ invitations for special department programming
• Manage incoming and outgoing telephone calls and connect caller to appropriate staff as needed
• Design new forms and files when needed to manage office activities
• Edit and proofread correspondence

Responsibility Statement

Supervision of Student Workers

Duties to Support Responsibility

• Train, schedule tasks/hours and assist in supervision of student workers
• Verify and submit hours on the appropriate software
• Create process and follow up on work assignments
• Set expectations for student workers

Responsibility Statement

Other Duties and Responsibilities

Duties to Support Responsibility

• Attend meetings/workshops offered by administration regarding the updating or newly available applications to the university computer systems/university operating procedures; make determinations and apply these new applications/ procedures as appropriate.
• Serve on university and division committees
• Act as office contact/editor for departmental website
• Other duties as assigned, reflective of unit and divisional mission and values.

Posting Detail Information

Posting Detail Information

Posting Date

04/09/2025

Continuous Recruitment

Yes

Continuous Recruitment First Review Date

04/28/2025

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.

UW-La Crosse does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources at 608-785-8013.

Position Contact Name

Amber Strother

Position Contact Email

astrother@uwlax.edu

Job Tags

Hourly pay, Holiday work, Permanent employment, Full time, Local area, Outdoor, Work visa, H1b, Flexible hours,

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