Office Associate

Current Employees: If you are currently employed at any of the Universities of Wisconsin log in to Workday to apply through the internal application process.

Position Title:

Job Category:

Employment Type:

Job Profile:

Job Duties:

Position Summary Statement

Under the general supervision of the Controller this position provides professional front desk operational support and office management for Business Services. Operational support includes greeting and assisting customers routing information/documents received to appropriate staff organizing meetings collecting and distributing mail and logging and imaging documents. Office management includes maintaining current knowledge of office equipment functionality maintaining supplies key and equipment inventories making purchases maintaining the front desk reception area and supporting the unit in records retention efforts.

Physical Demands (walking lifting equipment operations etc.)

• Ability to sit for extended periods of time.

Working conditions and environment (i.e. necessary travel evenings and weekends to meet the needs of the department).

• Normal working hours are 7:45 a.m.4:30 p.m. Monday through Friday.

The review of applications starts onJanuary 27 2026.Applications received on or beforeJanuary 27thareprioritizedand 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 .

Key Job Responsibilities:

Other Items

• Other duties as assigned by supervisor.

Office Management

• Draft review and recommend operating procedures for operational support and office management.

• Maintain clean and organized office areas contacting Custodial Services as needed for non-routine cleaning needs.

• Ensure that all documents are secured at the front desk on a nightly basis.

• Develop and maintain an understanding of office equipments general features and operating tasks and convey this knowledge to other staff.

• Initiate work orders for repair and maintenance of equipment.

• Maintain an inventory of office equipment supplies and keys.

• Monitor office supply levels and follow procedures for ordering supplies.

• Assist staff with the processing of records retention materials.

Operational Support

• Respond to all inquiries (including phone calls voicemails faxes emails and walk-ins) promptly and professionally serving as the front-line contact for the unit.

• Provide information to customers using professional judgment to determine appropriate responses to inquiries.

• Maintain shared email accounts route messages via email or ticketing system and refer staff to assist customers.

• Maintain shared and meeting room calendars.

• Schedule and coordinate meetings by reserving conference rooms organizing agendas and recording minutes.

• Set up and maintain email distribution groups and send correspondence.

• Assist with website updates including reviewing webpages working with staff to make sure information is current and working with University Marketing & Communications to implement website template changes.

• Image documents efficiently and manage the departments document storage systems.

• Record and distribute checks following documented procedures to ensure the security of checks.

• Record the receipt of all checks and forms in a timely fashion.

• Review sort and distribute incoming mail.

• Support purchasing processes for the unit initiating requisitions and other orders.

• Train new staff on basic department and university policies and procedures.

• Assist unit leadership with gathering and compiling information as requested.

• Organize and manage electronic file storage on SharePoint.

• Manage divisional social media presence and outreach.

• Track unit projects and provide updates on their status.

• Enter data and maintain databases for unit processes.

• Coordinate information for digital signage.

• Provide secondary operational support for the Administration & Finance Office and the Budget Office.

Department:

Business Services

Compensation:

$18.00 / Hour

Required Qualifications:

• An associate degree in business administration or relevant experience.

• Demonstrated ability to communicate clearly respectfully and effectively in face-to-face oral written and electronic forms.

• Demonstrated experience in the use of software including Microsoft Office email and electronic calendars.

• Excellent communication skills.

• Strong organizational and time management skills.

• Attention to detail.

• Ability to work independently as well as function effectively in a team and with diverse groups.

• Ability to exercise independent judgment in complex and new situations.

• Ability to use discretion and good judgment regarding confidential information.

• Ability to multi-task and manage multiple concurrent projects while meeting strict deadlines.

• Knowledge of modern office practices including the use of office equipment.

Preferred Qualifications:

• Three years of office or administrative work experience.

• Work experience providing excellent customer service.

• Work experience in a higher education setting.

• Knowledge or experience with Perceptive Content Qualtrics Visio and SharePoint.

How to Apply:

Required application documents

Cover letter

Resume / CV

Contact Information:

Mark Haakenson

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 Wisconsins Open Records Law. UWL will not however reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsins Open Records 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 or contact the University Police Department at 608.785.9000.

INFORMATIONABOUTYOURBENEFITS
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 atUWLare 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.