Administrative Assistant II

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Position Title:

Administrative Assistant II

Job Category:

University Staff

Employment Type:

Regular

Job Profile:

Administrative Assistant II

Job Duties:

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. Essential qualities include advanced organization, interpersonal communication, and intercultural skills, computer literacy, expense/budgetary skills, and ability to independently manage and prioritize numerous responsibilities. Responsibilities may include 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.

This position is partially funded by federal TRIO program grant funding from the Department of Education, and is subject to annual review and reappointment based on performance criteria and availability of grant funding.

The review of applications starts on September 1, 2026. Applications received on or before September 1st 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:

Office Management and Programmatic Support

• 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. 

Other Duties and Responsibilities as Assigned:

• 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 
• Attend meetings and professional development opportunities offered by department, division, or administration as assigned
• Serve on university or division committees 
• Other duties as assigned, reflective of unit and divisional mission and values

Expense Management

• 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 procurements for the department utilizing university systems
• Utilize, assist, and document procurement card expenses for departmental purchases.

Communication & Flow of Information

• 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 department’s telephone calls and be first point of contact
• Contribute to social media presence as assigned
• Manage or contribute to social media presence as assigned

Department:

Multicultural Student Services and McNair

Compensation:

$18 / hour

Required Qualifications:

• Experience as administrative support in an office setting.  

• Demonstrates competence with software such as Microsoft Office Suite (SharePoint, Excel, Outlook, and Teams) 

• Bookkeeping and/or expense management experience.  

• Excellent organizational, time management, prioritization skills, and attention to details. 

• Ability to work independently and collaboratively to set priorities and goals to meet the responsibilities 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  

• 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)

• Demonstrated practice of enhancing professional skills 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  

How to Apply:

Required application documents

Cover letter (that addresses the required and preferred qualifications) 

CV / Resume

Contact Information:

Reg Hawkins, [email protected]

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 http://www.uwlax.edu/student-life/student-resources/annual-security-report/ 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.