Administrative Assistant II University Housing

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Position Title:

Job Category:

Employment Type:

Job Profile:

Job Duties:

The Department of University Housing at the University of Wisconsin-Whitewater seeks an Administrative Assistant II.

This position provides program assistance for the Executive Director of University Housing the Associate Director of University Housing and the Residence Life Assistant Directors in support of department goals under the supervision of the Executive Director of University Housing.Primary responsibilities include administrative support for several University Housing administrative staff coordinating student employee hiring and payroll supporting the student conduct process purchasing Resident Assistant Selection and hiring and the search and screen process for professional staff.This position will also provide limited administrative support to Student Affairs.This position has access to highly sensitive confidential information records and is required to maintain strict confidentiality in the handling of information records and other documents.

Responsibilities:

15%General Administrative Support:

• Schedule meetings and maintain appointment calendars for the Executive Director Associate Director and Residence Life Assistant Directors.

• Reserve the department conference room.

• Reserve vehicles flights and lodging as requested.

• Order supplies and complete required documentation for Residence Life and the residence halls.

• Maintain organization inventory and upkeep of two storage rooms.

• Complete general printing and copying tasks.

• Perform other duties as assigned.

25%Coordinate Student Employee Payroll:

• Administer payroll for approximately 400 hourly and salaried student employees in University Housing.

• Serve as departmental specialist on student employment procedures including administering and verifying I-9 certifications.

• Maintain the Student Employee Manual for supervisors and student staff.

• Act as the primary liaison between University Housing and Human Resources on student employment matters and maintain accurate student payroll records.

20%Projects and Program Support:

• Serve as the administrative assistant for University Housing search processes including scheduling interviews and coordinating travel and reimbursement for candidates.

• Conduct GPA checks on student employees as requested to verify compliance with requirements.

• Coordinate staff meal plans.

• Provide administrative support for the Residence Hall Association including travel arrangements ordering supplies or materials assisting with programming functions and processing budgetary requests.

10% Residence Life Student Conduct Support:

• Maintain and update individual student conduct records.

• Conduct record checks as needed adhering strictly to FERPA guidelines.

• Respond to and screen initial parental contacts and questions related to student conduct cases.

• Maintain student conduct database.

• Prepare and distribute student conduct correspondence as requested.

• Schedule students and staff for hearings.

• Distribute student conduct appeals paperwork and explain the appeal process to students.

10%Resident Assistant Selection Support:

• Maintain and update RA personnel files including managing archives.

• Conduct GPA checks on all RA candidates and current staff to ensure compliance with requirements.

• Maintain a database of current and past RAs.

• Coordinate candidate interviews during the RA selection process.

• Prepare and distribute RA hiring letters maintaining copies for personnel files.

• Process RA contract meal plan selections and communicate changes to the HawkCard Office.

• Process RA contracts with the Financial Aid Office and communicate any changes.

• Compile and maintain monthly programming reports.

15%Office Management and Student Supervision:

• Serve as receptionist in the central office by greeting visitors answering questions and directing individuals to appropriate staff. Provide timely and professional responses to both walk-in and phone inquiries.

• Hire train supervise and provide work instruction to student staff. Oversee tasks for accuracy and completion.

• Order and maintain office equipment supplies and printed materials.

• Coordinate monitor and enforce the residence hall posting policy including dissemination of postings and management of digital signage.

• Maintain a neat organized professional office and reception area.

5%Student Affairs Administrative Support:

• Schedule meetings and maintain appointment calendars for Vice-Chancellor of Student Affairs.

• Reserve and schedule vehicles flights and lodging as requested.

• Provide administrative assistance in Student Affairs searches including interview scheduling travel arrangements and reimbursements for candidates.

CONDITIONS OF APPOINTMENT:

University of Wisconsin-Whitewater 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. UW-Whitewater is not an e-verify employer therefore STEM extensions are not options for work authorization.

Key Job Responsibilities:

• Sends receives copies and distributes communications to the appropriate entities according to established policies and procedures under general supervision

• Collects analyzes and prepares various communication materials from established sources utilizing technology mediums

• 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

• 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

Department:

The Department of University Housing

Compensation:

Well-qualified candidates can expect a starting hourly rate of $22.00commensurate with the candidates education related experience and qualifications.

UW System employees receive an excellent benefit package. To learn more about the UW Systems comprehensive benefit package review the UW SystemEmployee Benefits Brochure.

Knowledge Skills and Abilities:

• Advanced proficiency with WINS WISDM Outlook Calendar Microsoft Word Excel and Access

• Strong organizational and time management skills with the ability to prioritize and complete projects in a timely fashion

• Ability to train supervise and provide work instruction to student employees

• High level of discretion and ability to maintain strict confidentiality with sensitive information and records

• Strong written and verbal communication skills

• Attention to detail and accuracy in administrative tasks

• Ability to interact respectfully with people with diverse socioeconomic cultural and ethnic backgrounds

• Willingness and ability to be an active participant in following applicable safety rules and regulations including necessary training and drills

How to Apply:

Only complete application packages will be considered. This includes online submission of the following documents:

• Cover Letter

• Resume

• Name and contact information for three professional references

Contact Information:

If you have questions regarding this recruitment or if you are unable to complete the application online due to a disability or system problem please contact us at or

For questions regarding this position please contact:

Kelly Frank

To Ensure Consideration:

Applications received byNovember 13th 2025are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. The most qualified applicants will be invited to participate in the next step of the selection process.

CAMPUS INFORMATION:

UW-Whitewater is a thriving public university located in southeastern Wisconsin. It leads the way in providing world-class affordable higher education programs to more students than neighboring regional comprehensives in the University of Wisconsin System. A collaborative team of 1300 faculty and staff are devoted to the success of the universitys 11500 students at its main and Rock County campuses. The team provides high-impact practices and academic programs online and in person from associate to doctoral levels. Recognized nationally for affordability inclusion and career development UWW serves approximately one-third first-generation students and boasts strength in many areas especially business and education. The campus and community embrace the Warhawk Family spirit supporting the universitys arts and nationally recognized NCAA Division-III level championship athletics. As a proud institution of access more than 10 percent of undergraduate students use the acclaimed Center for Students with Disabilities a priority mission since the 1970s.

UW-Whitewaters campuses are located centrally near Milwaukee Madison and Chicago offering easy access to the cultural and commercial opportunities of major metropolitan areas. Near both Lake Geneva and the Wisconsin Dells the area attracts numerous visitors from across the country. Whitewater is a vibrant college community near the Kettle Moraine State Forest offering area residents seasonal outdoor enjoyment. The nearby Rock County campus is located in Janesville a town of 60000 located on the Rock River and known as Wisconsins Park Place.

ORGANIZATION INFORMATION:

The University of Wisconsin-Whitewater is part of the 13-campus Universities of Wisconsin ().

Wisconsin Statute 19.36(7)(b) provides that applicants may indicate in writing that their identity should be kept response to a public records request the University will not reveal the identities of applicants who request confidentiality in writing except that the identity of the successful final candidate will be released. See Wisconsin Statute 19.36(7)(a).

Per Regent Policy Document 20-19 University of Wisconsin System Criminal Background Check Policy and Universities of Wisconsin Administrative Policy 1275 Recruitment Policies UW-Whitewater requires criminal background checks as a contingency to employment. A criminal background check will be conducted prior to an offer of employment. All final candidates must be asked prior to hire whether they have been found to have engaged in are currently under investigation for or left employment during an active investigation in which they were accused of sexual violence or sexual harassment. When obtaining employment reference checks these same sexual violence or sexual harassment questions must also be asked.

The University of Wisconsin-Whitewater requires that all employees be active participants in following applicable safety rules and regulations including necessary training and drills.

For UW-Whitewater Campus safety information and crime statistics/annual Security Report see Annual Security and Fire Safety Report if you would like a paper copy of the report please contact the UW-Whitewater Police at .

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.