Front Desk Associate

Financial and Purchasing Duties

• Manage inventory and the purchasing of office supplies (including business cards, name plates, name tags, etc.). 
• Coordinate billing of specific fee-based services to students. Process invoice, payment, and record revenue. 
  
  

Administrative and Services Support

• Maintain absolute confidentiality in accordance with American Psychological Association guidelines, Wisconsin State Statutes, and IACS accreditation standards.
• Serve as the primary reception administrator – greet students, answer questions, schedule appointments, answer calls and help register clients for services, including testing services.
• Manage staff schedules on the electronic medical records system and maintain and update calendar for the Assistant Director.
• Produce correspondence on behalf of the CTC.
• Arrange meetings as requested by Assistant Director, Director, Office Manager, and clinical staff.
• Develop and maintain confidential client files and acquire documentation in accordance with state statutes and University of Wisconsin System policy.  
• Manage office supply inventory of publications and resources (brochures, pamphlets, digital signage, library books), as well as clinical, administrative forms and equipment (to include computers).
• Assist in updating and maintaining departmental policies and procedures, forms and files.
• Attend staff meetings, provide input on service delivery, and incorporate staff decisions into the front office workflow. Take staff meeting minutes as needed.
• In collaboration with the Outreach Coordinator, assist in coordinating the design and production of CTC publications.
• Assist in maintaining CTC website.  
• Attend division meetings and, as appropriate and relevant to the position, seminars, workshops, and courses to enhance communication and management skills, computer literacy, multicultural competencies, and administrative expertise
• Ensure campus mail is sent out and picked up daily.
  

Department:

Access, Belonging and Student Engagement

Compensation:

$18/ hour

Required Qualifications:

• Minimum of high school diploma or equivalent.
• The ability to provide an atmosphere of compassion and empathy.
• The ability to communicate effectively and respectfully to persons from all backgrounds, and commitment to ongoing learning about our students’ identities so as to provide affirming and accessible services to all.
• Knowledge and experience in the use of computer software including Microsoft Office Suite (i.e. Word, Excel, PowerPoint, etc.).
• Ability to use discretion and good judgment regarding confidential information.
• Effective oral and written communication skills.
• Excellent organizational and time management skills.

Preferred Qualifications:

• General knowledge of medical/mental health office procedures, including the use of electronic medical record-keeping systems.
• Knowledge of and compliance with all department policies and procedures, including HIPAA and FERPA.
• Knowledge and experience in the use of e-mail (i.e. Outlook, Gmail) functions including electronic calendars.
• Ability to coordinate projects, work independently, and set priorities to meet the demands of the position.
• The ability to manage multiple priorities in a fast-paced environment.
• Knowledge of policies, procedures and protocols of an administrative office.
• Ability to meet and work effectively with people across multiple levels of the organization.
• Ability and willingness to maintain and enhance professional competencies by participating in professional development workshops, seminars, and training sessions, related to current position responsibilities.

How to Apply:

Required application documents

Cover letter (that addresses the required and preferred qualifications)

CV / Resume

Contact Information:

Bec Johnson, rjohnson@uwlax.edu

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 Wisconsin’s Open Records Law. UWL will not, however, reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsin’s Open Records law. In 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 http://www.uwlax.edu/student-life/student-resources/annual-security-report/ or contact the University Police Department at 608.785.9000.

INFORMATION ABOUT YOUR BENEFITS
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 at UWL are 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.