Universities of Wisconsin is hiring: Office Associate in Eau Claire

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:
Office Associate

Job Category:
University Staff

Employment Type:
Regular

Job Profile:
Administrative Assistant II

Job Duties:

POSITION: A full-time university staff position is available in the Advising, Retention & Career Center beginning December 1, 2025. The working title of this assignment is Office Associate with the official title of Administrative Assistant II. This is an expected-to-continue assignment which requires a six-month probationary period. This position provides administrative support to the Center and coordinates academic testing.

Essential Job Functions and Responsibilities

Front Desk Staffing (40%):

• Answer phone calls and emails from students, parents, faculty, staff, and community members, guiding them to the correct resource, making referrals to appropriate campus offices as needed
• Greet students checking in for appointments, offering exceptional student-centered service
• Utilize web scheduling programs (Navigate, Handshake, and Outlook) to accurately schedule and update appointments for center directors, advisors, career counselors, student interns and service-learning coordinators, and assist students with check-in process
• Assist in training of new student staff
• Provide information to students

Academic Testing Support (50%):

• Manage email and phone for the Academic Testing Center, responding to inquiries within 1-2 business days.
• Utilize a variety of platforms (PLS, Peoplesoft, QAP, Canvas) to obtain, analyze, and upload student exam scores
• Post test credits to student record Use Navigate platform to create and manage individual testing session registration
• Help students to schedule individual testing appointments; work with Center for Placement Testing to address any accommodation requests
• Update training manuals and shared drive information as needed with yearly updates
• Train student proctors and student front desk workers on testing procedures, emphasizing test security and confidential record-keeping

Administrative Support (10%):

• Process academic plan changes and advisor assignments in CampS for students
• Maintain and update various databases and tracking systems
• Coordinate changes/updates for drop-in coverage; cancel/reschedule appointments for staff who are out of the office unexpectedly
• Give consent to register for students to enroll in GEN 250 course
• Assist with requesting parking permits, room reservations, and catering
• Provide support to department programs and initiatives
• Inventory and order office supplies
• Support department hiring processes and administrative follow-up
• Process printing orders
• Handle department billing
• Other duties as assigned

Key Job Responsibilities:

• Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision

• Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures

• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations

• Serves as a first point of contact for individuals and groups, provides basic organizational information via phone, in person and through other communication mediums, and routes more complex inquiries to the appropriate entities

• Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums

Department:

The unit of the Advising, Retention & Career Center consists of 42 staff members with a mission to empower students in their academic and professional goals.

Compensation:

$21.00 per hour

Required Qualifications:

• High school diploma
• Demonstrated customer service experience and professionalism
• Detail orientation, strong organizational and time management skills
• Excellent verbal and written communication skills
• Knowledge of Microsoft Office software
• Strong interpersonal skills and the ability to work and communicate with diverse groups of people
• Ability to work independently and as a member of a team, applying judgment and logic, while demonstrating motivation and interest

Preferred Qualifications:

• Recent work experience in an office setting
• Use of Microsoft Excel in a recent work or educational experience
• Experience with student testing
• Experience with student information systems and/or customer relationship management software

How to Apply:

Applications are submitted electronically. Please follow instructions found on the following UW-Eau Claire Website: http://wisconsin.wd1.myworkdayjobs.com/UW_Comprehensives. You must create an account and login before you can apply. Please be sure you have included the following in PDF format:

• Cover letter
• Resume
• Names and contact information for three references.

Contact Information:

Kim O'Kelly, WEIGELKB@uwec.edu

Special Notes:

INSTITUTIONAL OVERVIEW

UW-Eau Claire, an institution of approximately 9,000 students and 1,200 faculty and staff, is consistently recognized as a top comprehensive university in the Midwest and is widely known as a leader in faculty-undergraduate research and study abroad. We strive for excellence in liberal education and select graduate and professional programs through commitment to teaching and learning and dedication to our core values of diversity, sustainability, leadership, and innovation. To learn more about UWEC, visit https://www.uwec.edu/human-resources/employment-opportunities/ .

The City of Eau Claire, situated at the confluence of the Chippewa and Eau Claire rivers, is at the center of a metropolitan area of approximately 100,000 people located 90 miles east of Minneapolis/St. Paul. The area features beautiful parks and trails, strong public schools, a vibrant arts scene and local food culture, and abundant recreational opportunities.

ADDITIONAL INFORMATION

The university reserves the right to contact additional references with notice given to the candidates at an appropriate time in the process. Employment will require a background check. Employment will also require you and your references to answer questions regarding past conduct related to sexual violence and sexual harassment.

The Universities of Wisconsin will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. §. 19.36(7).

The UW-Eau Claire Police Department is dedicated to maintaining a safe and secure environment for learning and working. Although crime at the University of Wisconsin-Eau Claire is limited, the University Police want students, faculty and staff to be aware of crime on campus and the area surrounding the campus. The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act is a federal law that requires colleges and universities to disclose annual information about campus crime. Visit Campus Security and Fire Report. Also visit our Campus Security Authority(CSA) policy.

EEO STATEMENT

Qualified applicants will receive consideration for employment without regard to color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, status as a protected veteran, or other bases as defined by federal regulations 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.