Administrative Assistant III

Talentify; Town of River Falls (WI); On-site; USD 25,000 - 33,000; Full time

Job summary

UW-River Falls is seeking an Administrative Assistant III to support Counseling Services, a high-demand student service unit providing mental health counseling and related initiatives. The role manages front desk operations, supports student access processes, purchasing, budget activities, reporting, and program efforts with discretion and confidentiality.

Key duties include coordinating meetings, training front desk staff, and maintaining records, while ensuring timely, professional service to

Qualifications

• High school diploma or equivalent required.
• Strong interpersonal, oral, and written communication skills.
• Proven ability to organize, lead, and coordinate tasks or teams effectively.

Responsibilities

• Schedules logistics and secures resources for meetings.
• Serves as a primary point of contact for individuals and groups with information via multiple channels.
• Prepares and edits documents and reviews work done by others.
• Develops, sends, receives, copies, and distributes communications per policies.
• Maintains electronic/physical records and supports front desk operations.

Skills

Interpersonal skills

Oral communication

Written communication

Education

High school diploma or equivalent

Job description

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:

Administrative Assistant III

Job Category:

University Staff

Employment Type:

Regular

Job Profile:

Administrative Assistant III

POSITION SUMMARY:

The Administrative Assistant III provides independent administrative support for Counseling Services, a high-demand student service department providing mental health counseling, crisis response, outreach, prevention programming, wellness initiatives, consultation, and campus education.

A primary responsibility of this position is coordinating the daily operations of the Counseling Services front desk, including oversight, training, scheduling, and support of student front desk employees who serve as the first point of contact for students seeking mental health services. The position ensures that students receive timely, professional, and confidential assistance while supporting efficient department operations.

In addition to front desk coordination, this position provides administrative support for student access processes, departmental operations, purchasing, budget activities, reporting, assessment, and program initiatives. The position requires independent judgment, discretion with confidential information, knowledge of university procedures, and the ability to manage multiple priorities in a clinical student service environment.

RESPONSIBILITIES:

• Schedules logistics and secures resources for meetings.
• Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication platforms.
• Prepares and edits documents and reviews work done by others
• Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures
• Develops, implements, and maintains methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
• Main point person for hiring and training of front desk student staff.

KNOWLEDGE, SKILLS AND ABILITIES:

Required Qualifications:

• High school diploma or equivalent required.
• Strong interpersonal, oral, and written communication skills.
• Proven ability to organize, lead, and coordinate tasks or teams effectively.

Preferred Qualifications:

• Experience in a college/university counseling center or with young adult populations
• Experience working with individuals from diverse backgrounds, including differences in race, ethnicity, sexual orientation, gender identity, ability, and socioeconomic status.
• Experience supporting individuals in emotional distress or crisis situations.
• Ability to be highly flexible and modify work to meet the changing needs of a day on in the office
• Ability to collaborate effectively with other staff and positively contribute to a client care team
• Experience with electronic mental health record keeping systems
• Experience supporting student workers, including responsibilities related to scheduling, supervision, and hiring processes.

Key Job Responsibilities:

• Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision
• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
• 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

This position follows a 10-month work schedule, with a planned unpaid break each year from mid-June to mid-August

Department:

Counseling Services

Deadline to Apply: Initial review of applications will begin upon receipt. For full consideration, applicants should submit all required materials on or before October 13, 2026.

The pay rate is $21 per hour

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 7.20%; 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.

Confidentiality of Applicant Materials

The Universities of Wisconsin 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 [e-mail]; the Department of Education’s Office for Civil Rights; or both. For more information, please see students.uwrf.edu/titleix.

Criminal Background Check and Reference Check Policy

Employment will require a criminal background check. It will also require you, your most recent employer, and all previous Universities of Wisconsin institutions and State of Wisconsin agency employers from the past seven (7) years to answer questions regarding sexual violence and sexual harassment per Universities of Wisconsin Administrative Policy 1275.

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 www.uwrf.edu/police/annual-security-and-fire-safety-report or call University Police at 715-425-3133 for a paper copy.

Reasonable Accommodations

UW-River Falls provides reasonable accommodations for applicants and employees with disabilities. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or an accommodation in applying because of a disability, contact [e-mail] or 715-425-3518.

Academic Freedom & Freedom of Expression

The University is committed to academic freedom and freedom of expression, and provides all members of the University community the broadest possible latitude to explore ideas and to speak, write, listen, challenge and learn, pursuant to Regent Policy Document 4-21 Commitment to Academic Freedom and Freedom of Expression.

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.