Administrative Assistant

Universities of Wisconsin • La Crosse, WI

40d • $18

About The Position

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.

Requirements

• 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.

Nice To Haves

• 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.).

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.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED