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Administrative Assistant II

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Please see Special Instructions for more details.

Applicants are required to apply online. UWRF will not consider paper, emailed or faxed applications. Applicants are required to provide:

+ Resume

+ Unofficial Transcripts

+ Letter of interest specifying qualifications and experience (cover letter)[DS1]

Inquiries should be addressed to:

JoAnna Demulling

Search Chair

[email protected] ([email protected])

Deadline to Apply: Initial review of applications will begin upon receipt. For full consideration, applicants should submit all required materials on or before June 8, 2025.

A six-month probationary period is required.

Employees receive excellent benefits including exceptionally low-cost comprehensive health, dental and vision benefits; employer match of Wisconsin Retirement System contributions of 6.95%; an attractive amount of paid leave per year in addition to paid sick leave. To learn more about our benefits, go to: https://www.wisconsin.edu/ohrwd/benefits/download/quickguideus.pdf.

UW-River Falls 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 715-425-4941.

Posting Details

Position Information

UW - System Position Title Administrative Assistant II

Business Title Financial Aid Assistant

Major Department Code Financial Aid (J033000)

Appointment Type University Staff-Permanent

FLSA Status Non Exempt

FTE (Percentage of Appointment) 100

Typical Working Schedule

Monday thru Friday 7:45 a.m. to 4:30 p.m.

Hybrid or On Campus On Campus

Position Summary

Reporting to the Director of Financial Aid, Administrative Assistant II provides general administrative support for the Office of Financial Aid, serving as the primary front desk contact and responding to student inquiries via phone, email, and in person. Responsibilities include scheduling counselor appointments, assisting students with FAFSA -related forms, managing the office’s social media presence, maintaining supplies, processing purchase orders, and digitizing documents.

Responsibilities

+ Schedules logistics and secures resources for meetings, travel, conferences, and work unit operations, including staff appointments, student meetings, and interdepartmental engagements; assists with event planning such as the annual Veterans celebration.

+ Serves as the first point of contact for the Financial Aid Office, providing general information to prospective and current students and their supporters via phone, email, text, social media, Navigate™, and in person; routes complex inquiries to the appropriate financial aid staff or University offices.

+ Collects, and prepares, and scans student and supporter-submitted documents for electronic imaging; ensures completeness and compliance, routes to appropriate workflow queues, and oversees secure destruction of physical documents per retention policies.

+ Sends, receives, copies, and distributes communications in accordance with established procedures; assists with email and social media campaigns and coordinates batch communications with Admissions and Student Billing regarding financial aid eligibility.

+ Maintains organizational systems for physical and electronic records in compliance with office procedures and University policies; ensures timely inclusion of key dates on the office calendar.

+ Assists with maintaining accurate and timely content on the Financial Aid and Military/Veteran Resource Center websites.

+ Reviews and evaluates office activities, procedures, and processes, and makes recommendations for improvements to the Director as warranted.

Knowledge Skills and Abilities

Required Qualifications:

+ Strong interpersonal skills with the ability to engage courteously and professionally across various communication platforms.

+ Skilled in managing emotionally distressed individuals with calmness and empathy.

+ Sound judgment in referring students/families to appropriate resources.

+ Familiarity with general office administration and financial aid processes.

+ Proficient in standard computer applications (word processing, spreadsheets, internet browsers).

+ Ability to quickly learn and effectively use specialized software, including student information

+ Basic understanding of data processing and system-to-system data transfer.

+ Demonstrated commitment to maintaining confidentiality of sensitive information.

+ Responsible decision-making in office-related purchases.

+ Strong organizational skills with the ability to complete tasks accurately and on time.

Posting Detail Information

Posting Number USH00326

Number of Vacancies 1

Desired Start Date 07/14/2025

Position End Date (if temporary)

Open Date 05/19/2025

Closing Date 06/08/2025

Applicant Review Date 06/09/2025

Open Until Filled No

Special Instructions to Applicants

Applicants are required to apply online. UWRF will not consider paper, emailed or faxed applications. Applicants are required to provide:

+ Resume

+ Unofficial Transcripts

+ Letter of interest specifying qualifications and experience (cover letter)[DS1]

Inquiries should be addressed to:

JoAnna Demulling

Search Chair

[email protected] ([email protected])

Deadline to Apply: Initial review of applications will begin upon receipt. For full consideration, applicants should submit all required materials on or before June 8, 2025.

A six-month probationary period is required.

Employees receive excellent benefits including exceptionally low-cost comprehensive health, dental and vision benefits; employer match of Wisconsin Retirement System contributions of 6.95%; an attractive amount of paid leave per year in addition to paid sick leave. To learn more about our benefits, go to: https://www.wisconsin.edu/ohrwd/benefits/download/quickguideus.pdf.

UW-River Falls 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 715-425-4941.

Legal Notices

EEO Statement

UW-River Falls is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, or status as a protected veteran and other bases as defined by federal regulations and UW System policies.

Confidentiality of Applicant Materials

The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the final candidates may be released. See Wis. Stat. sec. 19.36(7).

Title IX Notice

As required by Title IX and federal regulations, UW-River Falls does not discriminate on the basis of sex in its education programs or activities, including in admission and employment. Questions about the application of Title IX may be referred to UWRF’s Title IX Coordinator at [email protected]; the Department of Education’s Office for Civil Rights; or both. For more information, please see uwrf.edu/titleIX.

Annual Security and Fire Safety Report (Clery Act)

The Annual Security and Fire Safety Report, which includes statistics about reported crimes and information about campus security policies can be viewed at https://www.uwrf.edu/Police/Annual-Security-Report.cfm or call University Police at 715-425-3133 for a paper copy.

Criminal Background Check and Reference Check Policy

Employment will require a criminal background check. Final candidates will be required to provide three professional references with at least one being a prior supervisor. Misconduct checks will be completed and a personnel file review for any University of Wisconsin or State employee within the past seven years prior to hire per UW System Administrative Policy 1275.

Other Notices

Supplemental Questions