Job Description

Current Employees: If you are currently employed at any of the Universities of Wisconsin, log in to Workday to apply through the internal application process.

Position Title:

Administrative Assistant

Job Category:

University Staff

Employment Type:

Regular

Job Profile:

Administrative Assistant II

Job Duties:

The Administrative Assistant position is the primary point of contact for staff, students, and visitors within the main office of Residence Life. The Administrative Assistant is responsible for providing excellent customer service (face-to-face, phone, e-mail) and manages the main office and resource room. This position works with people across multiple levels of the department, multi-tasks, and coordinates projects. The position is under the general supervision of the Director of Residence Life and provides administrative support to the Residence Life Main Office Professional Staff.

The review of applications starts on March 19, 2026 . Applications received on or before March 19th are prioritized and review will continue until the position(s) is/are filled. Initial interviews will be conducted virtually, with shortlisted candidates invited to campus.

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.

Key Job Responsibilities:

RESIDENCE LIFE ADMINISTRATIVE SUPPORT

• Provide administrative support to Residence Life Main Staff Professional Staff.

• Meet regularly with functional areas within the department to exchange information, provide updates, discuss upcoming events (employment searches, housing sign up, move in/out, etc.).

• Establish and maintain effective relationships with Residence Life staff and ensure open lines of communication. Interact daily with Residence Life staff to understand priorities and address emerging situations.

• Schedule appointments, make reservations, and maintain departmental calendars and e-mail groups.

• Maintain accurate records of current employee rosters, phone lists, and access for staff and student employees.

• Assign, revoke, and modify student and staff residence hall access privileges to ensure the system remains up to date for residence hall security.

• Maintain records of residence hall interim access cards, and complete regular card audits with Hall Directors.

• Facilitate deliveries to the Residence Life. Support Eagle Mail Center operations and become familiar with vendors and mail processes.

• Assist with the administrative needs of onboarding new full-time staff and student employees.

• Make updates to the Residence Life website as directed.

• Assist with technology equipment inventory within main office.

• Assist in communicating office opening and closures during breaks and university holidays.

• Communicate with campus partners who contact Residence Life for assistance.

• Comply with FERPA laws to ensure student information is kept confidential.

• Assist in compiling information and drafting end of year reports.

• Perform other duties and tasks as directed by Main Office Professional Staff in Residence Life.

CUSTOMER SERVICE AND OFFICE MANAGEMENT

• Create a welcoming and friendly environment for staff, students, and visitors. Engage with each person that comes into the main office of Residence Life, promoting a positive impression. Answer and return phone calls and housing account e-mails in a similar manner.

• Serve as the first point of contact for the Residence Life main office providing outstanding customer service, providing information and resources. Redirecting to other Residence Life staff when necessary.

• Respond to information requests from various sources, including conducting research to find answers. Access and interpret basic student information using STARREZ and WINGS databases.

• Maintain a comprehensive understanding of the Residence Life housing contract, policies and procedures to effectively address and respond to inquiries.

• Maintain detailed knowledge of the various spaces within all residence halls to provide informed responses about specific amenities and answer general inquiries.

• Become familiar with the responsibilities and administrative tasks of Residence Life staff to be able to refer students and guests appropriately.

• Provide verification of student employment and residency to potential employers, landlords, and government officials, and US Census.

• Regularly review and update our communication talking points document for continuity in communication within department and for outside entities.

• Responsible for the overall appearance, organization, and cleanliness of the main office lobby and resource room. Submit work orders as issues arise.

• Responsible for office supply and inventory management. Includes maintaining accurate records of inventory, ordering supplies, inventory organization, and distribution.

• Train Residence Life Staff on resource room equipment and resources (copier, Cricut, laminator, computer printing, etc.)

• Ensure resource room equipment and copier is working properly and report issues.

• In consultation with management team, assess need for student office assistants. Train and supervise student office assistants in their assigned responsibilities to assist with administrative tasks and ensure adequate office coverage.
  
  
  
  
  
  

Department:

Residence Life

Compensation:

$18.00 / hour

Required Qualifications:

• High school diploma or equivalent.
• Ability to work independently and in a team or group setting.
• Knowledge and experience in the use of Microsoft Office Suite including MS Word, MS Excel, MS PowerPoint.
• Ability to work with new software and adapt to learn new software.

Preferred Qualifications:

• Earned associate and/or bachelor’s degree.
• Work experience, knowledge of policies, and procedures in a higher education setting.
• Work experience in providing quality customer service.
• Ability to supervise and schedule the work of student employees.
• Experience with University software systems (Wings, PeopleSoft, StarRez, etc.).

How to Apply:

Required application documents

Cover letter (that addresses the required and preferred qualifications)

CV / Resume

Contact Information:

Patrick Heise pheise@uwlax.edu

Special Notes:

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 considered 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.

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.

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 paid 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 the point of hire. This information is provided for illustrative purposes only. Benefits are also pro-rated based on the appointment percentage.

UW is an Equal Opportunity Employer
Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, status as a protected veteran, or any other bases protected by applicable federal or State law and UW System policies. We are committed to building a workforce that represents a variety of backgrounds, perspectives, and skills, and encourage all qualified individuals to apply.

Job Tags

Full time, Contract work, Work experience placement, Interim role, H1b, Work at office, Local area, Work visa, Flexible hours

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