Office Associate

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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 membersguiding 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 andupdate appointments for center directors advisors career counselors student interns andservice-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 1-2business days.
• Utilize a variety of platforms (PLS Peoplesoft QAP Canvas) to obtain analyze and uploadstudent exam scores
• Post test credits to student record Use Navigate platform to create and manage individualtesting session registration
• Help students to schedule individual testing appointments; work with Center for PlacementTesting 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 testsecurity 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 staffwho 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 ofpeople
• Ability to work independently and as a member of a team applying judgment and logic whiledemonstrating 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 managementsoftware

How to Apply:

Applications are submitted electronically.Please follow instructions found on the following UW-Eau Claire Website: 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 OKelly

Special Notes: