Administrative Assistant

Job Overview

Position Summary:

As an Administrative Assistant for Counseling Services, this position is essential to ensuring the smooth day-to-day functioning of the department. Responsibilities include providing administrative support to counselors and staff, coordinating appointments, maintaining confidential student records, and handling general inquiries. The role requires strong organizational skills, attention to detail, and effective communication with students, faculty, and external partners. This role supports the mission of University Counseling Services by offering comprehensive administrative and technical assistance across all departmental functions. It involves managing a variety of complex administrative tasks that contribute to the unit’s goals, with a focus on maintaining efficient operations under general supervision.

This position is benefit and paid leave eligible working full time (40 hours per week) during the academic year and part time (20 hours per week) during the summer months.

Responsibilities:

• Administrative and Program Support:
  • Provide general office support, including technology assistance, appointment scheduling, and student check-ins.
  • Follow protocols for handling communications via phone, email, web, chat, or walk-ins.
  • Update student contact information and manage office supply inventory.
  • Respond promptly to crisis calls, assessing and triaging students in need of urgent care; coordinate security and crisis responses as needed.
  • Organize program presentations, department meetings, events, and travel logistics.
  • Make purchases for department needs and adhere to university purchasing procedures.
  • Compile statistical data for reports of operations and supervise distribution of client questionnaires and evaluation surveys.
  • Collect, analyze, and prepare various communication materials from established sources utilizing technology mediums.
  • Maintain office equipment and collaborate with vendors and IT for repairs.
• Electronic Health Record (EHR) Responsibilities:
  • Oversee client record management, ensuring confidentiality and handling release of information requests.
  • Respond to release of information requests. Record release information in client chart.
  • Coordinate software updates and manage technical support in collaboration with IT.
  • Adjust staff schedules in response to changes and absences.
  • Maintain established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures.
• Office Management:
  • Maintain a professional, customer-focused environment as the primary contact for University Counseling Services inquiries.
  • Serve as a first point of contact for individuals and groups, provide basic organizational information via phone, in person and through other communication mediums, and route more complex inquiries to the appropriate entities. - Ensure smooth office operations, including opening and closing procedures.
  • Maintain the department's social media presence and website, and assist with marketing materials.
  • Send, receive, copy, and distribute communications to the appropriate entities according to established policies and procedures under general supervision.
• Participate in safety training and adhere to university safety regulations.
• Additional duties as assigned.

What You’ll Need to Succeed:

•  High School Diploma/GED
• Demonstrated experience with standard business hardware and software (e.g., Microsoft Office), as well as basic troubleshooting and coordination with IT.
• Proven ability to interact effectively and compassionately with individuals from diverse social, cultural, and economic backgrounds, maintaining a welcoming and inclusive environment.
• Strong verbal and written communication skills, including the ability to convey information clearly and professionally in various formats (in person, phone, email, social media).
• Strong organizational abilities, including the management of complex schedules, confidential records, and multiple administrative tasks with accuracy.
• Excellent judgment, particularly in handling sensitive or personal information, and an understanding of confidentiality standards (e.g., FERPA, HIPAA).

Why It’s Great to be a Pioneer:

The University of Wisconsin-Platteville, founded in 1866, offers 47 baccalaureate and 10 master's programs. It possesses institutional strengths in middle level education, engineering, industrial technology, agriculture, criminal justice and business. The campus is located in Southwest Wisconsin's largest and most historic community. The region offers excellent school systems, high quality medical and hospital facilities, outstanding recreational opportunities, and vibrant businesses and industries. UW-Platteville is a cultural and educational center for the Tri-State region of Illinois, Iowa and Wisconsin.

Take a virtual tour of our campus!

Application Deadline:

Applications must be submitted through our online applicant portal, applications due by: November 15, 2024. Applications will be accepted until the position has been filled.

How to Apply:

The following documents are required for applicant consideration:

• Letter of application addressing all required qualifications
• A current resume
• Contact information (name, telephone number, and email address) for 3 professional references.
• Additional documents as needed

For questions regarding this position, please contact:

Deirdre Dalsing, dalsingd@uwplatt.edu

We Support Diversity and Inclusion:

Our mission is to foster a diverse environment that contributes to an inclusive culture and climate by promoting critical discourse and meaningful interactions between all members of our campus community.

Equal Employment Opportunity:

The University of Wisconsin-Platteville is committed to recruiting, supporting and fostering a diverse, inclusive and civil community of outstanding faculty, staff and students, and is an AA/EEO Employer. A criminal background check is required for employment. Applicants must be legally entitled to work in the U.S. at time of hire.

Employment will require a criminal background check. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.