Front Desk Associate

University of Wisconsin Stout•La Crosse, WI

3d•Onsite

About The Position

The Counseling & Testing Center (CTC) at the University of Wisconsin-La Crosse seeks applications for an Administrative Assistant II. Under direct supervision of the Assistant Director, this position provides a wide variety of assistance to the 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. This is a 50% FTE University Staff position (20 hours per week) with a 12-month appointment. The typical work schedule for this position is mid-morning to mid-afternoon, Monday through Friday. Scheduled 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. The starting salary is $18.00 per hour. The successful applicant will embody a reliable and compassionate presence at the CTC. This includes a commitment to multiculturalism, diversity and inclusive excellence, and an ability to work with students and colleagues from diverse backgrounds. Due to professional accreditation standards, current students are prohibited from access to confidential information or doing client scheduling; therefore, current UWL or Western Technical College students are not eligible for this position. The review of applications starts on October 13, 2026. Applications received on or before October 13th 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.

Requirements

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.

Nice To Haves

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.

Responsibilities

Greet and Register clients for testing.
Provide information as requested by students and community members regarding the Computer-Based Testing programs.
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.
Maintain absolute confidentiality in accordance with American Psychological Association guidelines, Wisconsin State Statutes, and IACS accreditation standards.
Serve as the primary reception administrator – greet students, answer questions, schedule appointments, answer calls and help register clients for services, including testing services.
Manage staff schedules on the electronic medical records system and maintain and update calendar for the Assistant Director.
Produce correspondence on behalf of the CTC.
Arrange meetings as requested by Assistant Director, Director, Office Manager, and clinical staff.
Develop and maintain confidential client files and acquire documentation in accordance with state statutes and University of Wisconsin System policy.
Manage office supply inventory of publications and resources (brochures, pamphlets, digital signage, library books), as well as clinical, administrative forms and equipment (to include computers).
Assist in updating and maintaining departmental policies and procedures, forms and files.
Attend staff meetings, provide input on service delivery, and incorporate staff decisions into the front office workflow.
Take staff meeting minutes as needed.
In collaboration with the Outreach Coordinator, assist in coordinating the design and production of CTC publications.
Assist in maintaining CTC website.
Attend division meetings and, 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.