Administrative Assistant II

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Position Title:

Job Category:

Employment Type:

Job Profile:

Job Duties:

Working within the University Student Health & Counseling Services (SHCS) and in partnership with the Pruitt Center for Mindfulness and Well-Being the Administrative Assistant II will provide administrative support for SHCS goals and the Pruitt Center for Mindfulness and Well-Beings shared goals under direct supervision.

This position works with the Director of Health Counseling & Well-Being and the Associate Director of SHCS to provide program and staff support including scheduling client appointments facilitating communication with external entities and providing information about SHCS and the Pruitt Center to university departments and the public.

Key Job Responsibilities:

• 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

• 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

Department: Student Health and Counseling

Reports To: Counseling Services Associate Director

Full-Time during the academic year: 100% (40 hours per week) University Staff Ongoing academic year 9-month appointment one vacancy

UW Standard Job Responsibilities:

• 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.
• 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.

Additional duties specific to the position:

• Acts as the primary receptionist/scheduler for SHCS including counseling crisis/ emergencies. Interact with clients in person by email and by phone. Interacts with other campus departments hospitals counseling centers and parents.
• Maintain strict confidentiality of all student information according to Wisconsin law and Health Insurance Portability and Accountability Act (HIPAA) regulations.
• Responsible for creating coordinating and maintaining counselors schedules.
• Receives all releases of information scans them into the system and sends/faxes them to outside providers.
• Assist in maintaining and adhering to the overall SHCSs policies and procedure manual.
• Assist in preparing and submitting bills from outside contracts.
• Schedules logistics create promotional materials and secure resources for meetings conferences tabling travel and work unit operations.
• Send receive copy and distribute communication to the appropriate entities according to established policies and procedures.
• Tracks stocks orders and inventories office supplies to ensure adequate materials are available for workplace operation.
• Support the development and delivery of services that meet the diverse needs of the student population.
• Prepare informational self-help materials and SHCS posters and screen or review publications drafts or rewrites of material and communications. Arrange for the distribution of posters distribution of information materials digital monitors throughout campus.
• Coordinate notification of other staff if a crisis should occur following policies established by staff to ensure the situation is handled safely.
• Produce monthly and yearly statistical reports and additional specific reports as requested by the Director Associate Director or University administrators.

Other Duties:

• Complete required trainings and professional development as assigned.
• Other duties as assigned.

Knowledge Skills and Abilities:

• Effective oral and written communication skills
• Knowledge of Electronic Medical Records (EMR) appointment scheduling software.
• Strong interpersonal skills in interacting effectively with students faculty and staff.
• Customer service skills to meet the timeframe for special projects.
• Ability to use Microsoft Office Suite to create correspondence reports and other documentation.
• Ability to work as a team member of SHCS and with other units in the university system.
• Ability to learn new systems software and processes quickly.
• Ability to interact professionally with visitors and students requesting assistance.
• Ability to serve as the first point of contact maintaining a warm and welcoming environment.

Required Qualifications:

• Minimum of high school diploma or equivalent
• Experience in the use of computer software including Microsoft Office Suite

This position is currently ineligible for H1-B sponsorship. A qualification for this position includes independent eligibility to work within the United States upon hire date.

Desirable Qualifications:

• Associate or bachelors degree from an accredited institution
• Experience in an education setting
• Experience with mental health office procedures including the use of EMR

Compensation & Benefits: Salary range for this position is: $17.30 - $18.75 hourly. This position offers a comprehensive benefits package including generous paid time off competitively priced health/dental/vision/life insurance tax-advantaged savings accounts and participation in the nationally recognized Wisconsin Retirement System (WRS) pension fund. For a summary of benefits please see: Date: As soon as possible.

Contact Information:

For additional information about UW-Superior visit ;

For additional information about this position contact Donya Shehan-King at .

Application Process:

Review of all complete applications will commence at 8:00am on October 13 2025 and will continue until the position is filled.

How to Apply:

Please click the Apply button to begin the application process or visit You will be required to log in or create a Workday account to continue.

As part of the application process you will be required to upload:

1.) Cover Letter

2.) Resume

UW-Superior A Superior Place:

The University will not reveal the identities of applicants who request confidentiality in writing except that the identities of final candidates must be revealed upon request. According to the Attorney General final candidates under Wisconsin law means the five candidates who are considered most qualified for the position. See Wis. Stat. Sec. 19.36(7)(a).

Employment will require a criminal background check and if you have prior work history within the last seven years with Universities of Wisconsin or State of Wisconsin agencies a personnel file review check for employee misconduct. It will also require your references to answer questions regarding employee misconduct sexual violence and sexual harassment. The University reserves the right to check references with notice given to the candidates at the appropriate time in the process.

Employment is subject to federal laws that require verification of identity and legal right to work in the United States as required by the Immigration Reform and Control Act.

For UW-Superior campus safety information and crime statistics review the Annual Security Report or contact the University Police Department Safety at for a printed copy.

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.