Front Desk Associate

UWLAC University of Wisconsin La Crosse; United States; On-site; USD 20,000 - 29,000; Part time

Benefits offered by this job

Paid vacation

Health insurance

Paid holidays

Paid sick days

Retirement plan

Job summary

University of Wisconsin-La Crosse is seeking a part-time Front Desk Associate to support the Counseling & Testing Center. The Administrative Assistant II will serve as the primary contact for students, faculty and staff, handling front desk duties, scheduling, confidential information, and general office tasks on weekdays.

Hours are mid-morning to mid-afternoon, from Monday to Friday, with some variation based on departmental needs.

Qualifications

• Minimum of high school diploma or equivalent.
• Ability to communicate effectively with diverse students and staff.
• Proficiency with computer software including Microsoft Office.
• Ability to handle confidential information with discretion.
• Excellent oral and written communication skills.

Responsibilities

• Greet and register clients for testing.
• 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.
• Maintain confidentiality in accordance with APA guidelines, state statutes, and accreditation standards; serve as the primary receptionist and manage calendar/scheduling.
• Prepare correspondence, arrange meetings, update confidential client files, manage office supply inventory, and help maintain departmental policies and procedures.
• Attend staff meetings and participate in ongoing professional development to enhance administrative skills.

Skills

Compassion

Empathy

Communication

Organizational skills

Time management

Discretion

Microsoft Office

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Job description

Front Desk Associate

Job Category: University Staff

Employment Type: Regular

Job Profile: Administrative Assistant II

Job Duties

Looking for a part-time office position that offers a chance to make a meaningful impact on others with a predictable daytime schedule? The Counseling & Testing Center (CTC) at the University of Wisconsin-La Crosse seeks applications for an Administrative Assistant II. Under direct supervision of the Assistant Director, this position provides a wide variety of assistance to the CTC in general administrative functions, encompassing administrative, office, clerical, computer, and testing support. This position serves as the primary point of contact for students, faculty and staff who contact the CTC, and as such, assists in the coordination front desk activities. This is a 50% FTE University Staff position (20 hours per week) with a 12-month appointment. The typical work schedule for this position is mid-morning to mid-afternoon, Monday through Friday. Scheduled hours may vary (depending on office needs and employee availability) and will be negotiated with the successful candidate upon hire but will not include evenings or weekends. Hours could increase based on departmental funding.

The starting salary is $18.00 per hour.

The successful applicant will embody a reliable and compassionate presence at the CTC. This includes a commitment to multiculturalism, diversity and inclusive excellence, and an ability to work with students and colleagues from diverse backgrounds.

Due to professional accreditation standards, current students are prohibited from access to confidential information or doing client scheduling; therefore, current UWL or Western Technical College students are not eligible for this position.

The review of applications starts on October 13, 2026. Applications received on or before October 13th are prioritized and 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 608-785-8013.

Key Job Responsibilities

• Additional Communication and Programmatic Support Greet and Register clients for testing.
• 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 & Compensation

• 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.

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.

Benefits

• 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.