Administrative Assistant **University of Wisconsin-Platteville** 1 Positions ID: 55115 Posted On 10/29/2024 **Job Overview** **Position Summary:** As an Administrative Assistant for Counseling Services, this position is essential to ensuring the smooth day-to-day functioning of the department. Responsibilities include providing administrative support to counselors and staff, coordinating appointments, maintaining confidential student records, and handling general inquiries. The role requires strong organizational skills, attention to detail, and effective communication with students, faculty, and external partners. This role supports the mission of University Counseling Services by offering comprehensive administrative and technical assistance across all departmental functions. It involves managing a variety of complex administrative tasks that contribute to the unit’s goals, with a focus on maintaining efficient operations under general supervision. This position is benefit (https://www.wisconsin.edu/ohrwd/benefits/download/quickguidefasl.pdf) and paid leave (https://www.wisconsin.edu/ohrwd/benefits/download/leave/annualsum/fasl.pdf) eligible working full time (40 hours per week) during the academic year and part time (20 hours per week) during the summer months. **Responsibilities:** + Administrative and Program Support: + Provide general office support, including technology assistance, appointment scheduling, and student check-ins. + Follow protocols for handling communications via phone, email, web, chat, or walk-ins. + Update student contact information and manage office supply inventory. + Respond promptly to crisis calls, assessing and triaging students in need of urgent care; coordinate security and crisis responses as needed. + Organize program presentations, department meetings, events, and travel logistics. + Make purchases for department needs and adhere to university purchasing procedures. + Compile statistical data for reports of operations and supervise distribution of client questionnaires and evaluation surveys. + Collect, analyze, and prepare various communication materials from established sources utilizing technology mediums. + Maintain office equipment and collaborate with vendors and IT for repairs. + Electronic Health Record (EHR) Responsibilities: + Oversee client record management, ensuring confidentiality and handling release of information requests. + Respond to release of information requests. Record release information in client chart. + Coordinate software updates and manage technical support in collaboration with IT. + Adjust staff schedules in response to changes and absences. + Maintain established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures. + Office Management: + Maintain a professional, customer-focused environment as the primary contact for University Counseling Services inquiries. + Serve as a first point of contact for individuals and groups, provide basic organizational information via phone, in person and through other communication mediums, and route more complex inquiries to the appropriate entities. - Ensure smooth office operations, including opening and closing procedures. + Maintain the department's social media presence and website, and assist with marketing materials. + Send, receive, copy, and distribute communications to the appropriate entities according to established policies and procedures under general supervision. + Participate in safety training and adhere to university safety regulations. + Additional duties as assigned. **What You’ll Need to Succeed:** + High School Diploma/GED + Demonstrated experience with standard business hardware and software (e.g., Microsoft Office), as well as basic troubleshooting and coordination with IT. + Proven ability to interact effectively and compassionately with individuals from diverse social, cultural, and economic backgrounds, maintaining a welcoming and inclusive environment. + Strong verbal and written communication skills, including the ability to convey information clearly and professionally in various formats (in person, phone, email, social media). + Strong organizational abilities, including the management of complex schedules, confidential records, and multiple administrative tasks with accuracy. + Excellent judgment, particularly in handling sensitive or personal information, and an understanding of confidentiality standards (e.g., FERPA, HIPAA). **Why It’s Great to be a Pioneer:** The University of Wisconsin-Platteville (http://www.uwplatt.edu/) , founded in 1866, offers 47 baccalaureate and 10 master's programs. It possesses institutional strengths in middle level education, engineering, industrial technology, agriculture, criminal justice and business. The campus is located in Southwest Wisconsin's largest and most historic community. The region offers excellent school systems, high quality medical and hospital facilities, outstanding recreational opportunities, and vibrant businesses and industries. UW-Platteville is a cultural and educational center for the Tri-State region of Illinois, Iowa and Wisconsin. Take a virtual tour of our campus! (https://www.uwplatt.edu/visit) **Application Deadline:** Applications must be submitted through our online applicant portal (https://careers.uwplatt.edu/en-us/listing/) , applications due by: November 15, 2024. Applications will be accepted until the position has been filled. **How to Apply:** The following documents are required for applicant consideration: + Letter of application addressing all required qualifications + A current resume + Contact information (name, telephone number, and email address) for 3 professional references. + Additional documents as needed For questions regarding this position, please contact: Deirdre Dalsing, dalsingd@uwplatt.edu **We Support Diversity and Inclusion:** Our mission is to foster a diverse environment that contributes to an inclusive culture and climate by promoting critical discourse and meaningful interactions between all members of our campus community. **Equal Employment Opportunity:** The University of Wisconsin-Platteville is committed to recruiting, supporting and fostering a diverse, inclusive and civil community of outstanding faculty, staff and students, and is an AA/EEO Employer. A criminal background check is required for employment. Applicants must be legally entitled to work in the U.S. at time of hire. _Employment will require a criminal background check. It will also require you and your references to answer questions regarding sexual violence and sexual harassment._ Primary Contact 164697 Tara Rucker Human Resources, Human Resources 608-342-1176 Phone Phone Phone Fax humanresources@uwplatt.edu Email True False True **Job Details** Categories Clerical/Office Administration Education Location Platteville, WI Job Type Employee Full/Part Full Time Benefits Health Insurance Dental Insurance Vision Insurance Life Insurance Retirement Plan Paid Vacation Paid Sick Leave PTO (Paid Time Off) **Qualifications** Education High School/GED Company ID 1315 Job REQ # \# Positions 1 Start Date 20241029 End Date 20241122 Featured Job TH Ad TH Comments **Similar Jobs** Assistant Chief Flight Instructor - Fixed-Wing University of Dubuque Graduate Assistant - in the Office of Sports Infor University of Dubuque Graduate Assistant - Women's Wrestling Coach University of Dubuque Assistant Production Manager Monastery Candy, Inc. Graduate Assistant - Softball Coach University of Dubuque Graduate Assistant - Cross Country/Track - Distanc University of Dubuque Graduate Assistants - Office of Residence Life University of Dubuque Graduate Assistant - Academic Success Coach for th University of Dubuque Graduate Assistant - Women's Soccer Coach University of Dubuque Graduate Assistant - in the Nursing Department University of Dubuque **Share this Job** University of Wisconsin-Platteville **About the Company** The University of Wisconsin-Platteville is one of 13 publicly supported comprehensive universities in the University of Wisconsin System. Founded in 1866, UW-Platteville (UWP) is the oldest public institution in the State of Wisconsin, and is considered one of the safest campuses in the nation. We are proud of our students' contribution to the safety record, their pursuit of academic excellence and the leadership they continually demonstrate throughout the state, region and nation. As our nickname implies, our UW-Platteville "Pioneers" have created the very foundation for which we are known. Our leadership in the Colleges of Business, Industry, Life Science, and Agriculture; Engineering, Mathematics, and Science; and Liberal Arts and Education helps students build on the foundation of strong values, commitment to excellence, leadership for a stronger world and a knowledge of technology which prepares them for life in the 21st century. We encourage you to visit our World Wide Web home page at http://www.uwplatt.edu/ . **Our Mission** The fundamental mission of UW-Platteville and the entire UW System is to serve the people of Wisconsin. This basic goal is expressed in detail in the mission statement adopted in 1988 and revised in 2002. In those statements, UW-Platteville pledges itself to: 1. Enable each student to become broader in perspective, more literate, intellectually more astute, ethically more sensitive and to participate wisely in society as a competent professional and knowledgeable citizen. 2. Provide baccalaureate degree programs which meet primarily regional needs in arts and sciences, teacher education, business and information technology. 3. Provide baccalaureate degree programs and specialized programs in middle school education, engineering, technology management, agriculture and criminal justice which have been identified as institutional areas of emphasis. 4. Provide graduate programs in areas clearly associated with its undergraduate emphases in education, agriculture, technology management, engineering and criminal justice. 5. Provide undergraduate distance learning programs in business administration and graduate online programs in project management, criminal justice and engineering. 6. Provide agricultural systems research programs utilizing the Pioneer Farm in partnership with businesses, universities and agencies. 7. Expect scholarly activity, including applied research, scholarship and creative endeavor, that supports its programs at the baccalaureate degree level, its selected graduate programs and its special mission. 8. Seek to serve the needs of all students and in particular the needs of women, minority, disadvantaged and nontraditional students. Furthermore, the University seeks diversification of the student body, faculty and staff. 9. Serve as an educational, cultural and economic development resource to southwestern Wisconsin. These statements, along with the UW System and University Cluster mission statements, provide a guide to UW-Platteville in what it attempts and does not attempt to accomplish as an institution of higher education. Faculty and Academic Staff The first priorities of UW-Platteville's faculty are teaching and advising. Students benefit from direct contact with faculty; all classes are taught by faculty and academic staff members. The student to instructor ratio is approximately 16 to 1. Of a faculty of 336, approximately 90 percent hold doctorates or terminal degrees. A complete listing of our faculty and academic staff can be found in the back of this catalog. **Students** Students attending UW-Platteville are from all parts of Wisconsin, from surrounding states and from other countries. Approximate undergraduate enrollment for Fall of 2007 was approximately 7,000 students, nearly half of whom live on campus, 99 percent of whom are undergraduate, and just over 90 percent of whom are Wisconsin residents. Students actively participate in the governance process at UW-Platteville, and participate in the more than 170 student organizations. All students also receive a computer account with full electronic mail capability and free unlimited World Wide Web access. They may access this account in any lab, by dialing in with a modem or through a residence hall ResNet connection. **Safety and Health Policy** The University of Wisconsin System is committed to maintaining adequate facilities for a safe and healthy learning environment. The university works with faculty and staff so that they are equipped to educate their students on practices and procedures that ensure compliance with safety laws and regulations in their institutional areas. Certain courses and research projects require that students work with hazardous materials while engaging in academic studies. Instructors of these courses and research projects must inform and train students on procedures that will maintain the students' personal health and safety and provide them with information on the hazards of specific chemicals that will be used during their course of study. Furthermore, instructors must enforce and follow safety policies. Prior to use of hazardous materials and equipment, students shall review the procedures and information, and discuss any associated concerns with the instructor. **Facilities** UW-Platteville is a modern, 820-acre campus with classrooms and laboratories furnished with state-of-the-art equipment and computers. The university operates over 60 Linux, VAX, Alpha, Windows and Netware servers in its core system to handle electronic mail, Wide Area Network (WAN) and Internet access, student and academic accounts, and administrative computing needs. The recently expanded Williams Fieldhouse is equipped with a 200-meter track, four basketball courts, six volleyball courts, four doubles and two singles tennis courts, four racquetball courts and 12 badminton courts. A 4,300 square foot strength facility includes free weights, universal machines, aerobic training bikes and stair masters. The Fieldhouse is also home to Pioneer athletic competitions. Pioneer Farm is a 430-acre systems research and education farm. New facilities include the Agriculture Technology Center, the Living and Learning Center, the Swine Center and the Dairy Center. Additionally, a new greenhouse lab/classroom facility was recently added to the campus. Pioneer Farm is located six miles southwest of campus and features dairy, swine and beef herds. There UWP offers students a variety of learning and work opportunities. As a key component of the Wisconsin Agricultural Stewardship Initiative, Pioneer Farm is engaged in measuring the real environment and economic impacts of different farming practices and in providing opportunities for youth, students, farmers and other citizens to learn about these impacts. Students manage and operate the television and radio stations on campus, providing programming for on-campus students and local communities. The facilities are among the finest in the state. The Center for the Arts includes a 565-seat concert hall with excellent acoustics, a 210-flexible seat theater, rehearsal halls, faculty studios and numerous practice rooms. The center is also home of the award-winning Student Activities Board Performing Arts Series and the Heartland Festival. The new technologically integrated Pioneer Student Center was opened in April 2002. This state of the art structure provides the student population with expanded food services, meeting rooms and study areas. The Pioneer Student Center is nestled between the Karrmann Library, the Williams Fieldhouse, Boebel Hall and Ottensman Hall. UW-Platteville also has facilities which can transmit or receive full motion or compressed video to or from anywhere in the world. One facility, a permanent distance education classroom in Ottensman Hall, is used primarily by the College of Engineering, Mathematics and Science, and another is used within Pioneer Tower by the College of Business, Industry, Life Science and Agriculture. A third facility is at the Pioneer Farm. **The Platteville Community** The Greater Platteville area, with a population of approximately 25,000 people, is located in scenic southwestern Wisconsin. Platteville and its supporting communities are located 70 miles southwest of Madison, 150 miles west of Milwaukee and 25 miles northeast of Dubuque, Iowa. The city and the university join together to offer local residents events and activities such as the Heartland Festival, Homecoming, The Annual Pow Wow and the lighting of the "M." More information about these events can be found on UW-Platteville's home page (http://www.uwplatt.edu/). Information about places to stay in Platteville can be found on Platteville's home page (http://www.platteville.com) or by calling the Chamber of Commerce at (608) 348-8888. **History** The University of Wisconsin-Platteville has a long, rich history. It was founded in 1866 as the first state teacher-preparation institution in Wisconsin, then called the Platteville Normal School, and held classes in the former Rountree Hall, located at the corner of Main and Elm Streets. Rountree Hall was actually built 13 years earlier in 1853 to accommodate the rapidly increasing enrollment of the Platteville Academy, founded in 1839 (even before Wisconsin's statehood) by the city's Presbyterian Church. The university also has roots in the Wisconsin Mining Trade School, established in 1907 to train specialized technicians to work in the mining operations surrounding Platteville. When the Normal School vacated Rountree Hall for its new quarters in Main Hall, the mining school moved in. Classes of civil and mining engineering subjects were added to the school's curriculum, and its name was changed to the Wisconsin Mining School. One of the university's oldest traditions originated in the year 1936 when the mining school students began work on the "Big M" by placing rocks in a pattern on the southwest slope of the mound located a few miles east of the city. Completed the following year, the "M" measures 214 x 241 feet and consists of some 400 tons of whitewashed stone. The lighting of the "M" is now a tradition at UW-Platteville. The ceremony is held in the fall during homecoming weekend and in the spring after the engineering students' annual "Miner's Ball." The mining school became the Wisconsin Institute of Technology in 1939 and later merged with the Platteville State Teachers College in 1959 to become the Wisconsin State College and Institute of Technology. During the 1960s, the college experienced a period of rapid growth resulting in the construction of several new halls. In 1966, its name was changed again to the Wisconsin State University-Platteville. The university and all other public institutions of higher education in Wisconsin merged in 1971 to form the University of Wisconsin System, governed by a single Board of Regents. As a result of the merger, the university experienced its most recent name change to the University of Wisconsin-Platteville. From its small beginning in 1839, the university has grown tremendously. Current enrollment is approximately 7,000, making UW-Platteville large enough to provide diversity, yet small enough to assure its students that they are more than just numbers on a computer printout. **The University Seal and School Colors** The university seal displays two symbols rooted in the school's beginning. The bell reminds us of the Platteville Normal School where it woke the students each morning, calling them to daily assembly, sounded study hours and signaled the day's end. The Normal School bell can still be heard on campus today. The "M" originates from the Wisconsin Mining School and symbolizes the engineering programs and their roots in the mining industry of the Platteville area. The school colors represent the two academic disciplines which were the foundation of our university: orange symbolizes engineering, and blue symbolizes education.