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Advising, Retention & Career Center: Office Associate

UW-Eau Claire – Eau Claire Campus

Full Time, Staff

  • Official Title: Administrative Assistant II
  • Job ID: #20481
  • Date Posted:
  • Apply by: | To ensure consideration, completed applications must be received by deadline. However, screening may continue until position is filled.
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Advising, Retention & Career Center: Office Associate

POSITIONA full-time university staff position is available in the Advising, Retention & Career Center beginning July of 2024. The working title of this assignment is Office Associate with the official title of Administrative Assistant II.  This is an expected-to-continue assignment which requires a six-month probationary period. The expected hourly hiring salary will be based on qualifications and experience. This position provides administrative support to the Center and coordinates academic testing. 

MINIMUM QUALIFICATIONSDemonstrated customer service experience and professionalism, detail orientation, organization and time management skills, knowledge of Microsoft Office software, and excellent verbal and written communication skills. Interpersonal skills, the ability to work and communicate with diverse groups of people, and the ability to work independently and as a member of a team. 

PREFERRED QUALIFICATIONS: Recent work experience in an office setting, use of Microsoft Excel, in a work or educational experience, experience with student testing and SIS/CRM software.


  • Answer phone calls and emails from students, parents, faculty, staff, and community members, guiding them to the correct resource, making referrals to appropriate campus offices as needed. 
  • Greet students checking in for appointments, offering exceptional student-centered service. 
  • Utilize web scheduling programs (Navigate, Handshake, and Outlook) to accurately schedule and update appointments for center directors, advisors, career counselors, student interns and service learning coordinators, and assist students with check-in process. 
  • Assist in training of new student staff. 
  • Provide information to students. 
  • Manage email and phone for the Academic Testing Center, responding to inquiries within 1-2 business days.
  • Utilize a variety of platforms (PLS, Peoplesoft, QAP, Canvas) to obtain, analyze, and upload student exam scores. 
  • Post test credits to student record Use Navigate platform to create and manage individual testing session registration. 
  • Help students to schedule individual testing appointments; work with Center for Placement Testing to address any accommodation requests. 
  • Update training manuals and shared drive information as needed with yearly updates. 
  • Train student proctors and student front desk workers on testing procedures, emphasizing test security and confidential record-keeping. 
  • Process academic plan changes and advisor assignments in CampS for students. 
  • Maintain and update various databases and tracking systems. 
  • Coordinate changes/updates for drop-in coverage; cancel/reschedule appointments for staff who are out of the office unexpectedly. 
  • Give consent to register for students to enroll in GEN 250 course. 
  • Assist with requesting parking permits, room reservations, and catering. 
  • Provide support to department programs and initiatives. Inventory and order office supplies. 
  • Support department hiring processes and administrative follow-up. 
  • Process printing orders. 
  • Handle department billing. 
  • Other duties as assigned.

THE UNITThe unit of the Advising, Retention & Career Center consists of 42 staff members with a mission to empower students in their academic and professional goals. 

UNIVERSITY and EAU CLAIRE COMMUNITYUW-Eau Claire, an institution of approximately 9,000 students and 1,400 faculty and staff, is consistently recognized as a top comprehensive university in the Midwest and is widely known as a leader in faculty-undergraduate research and study abroad. We strive for excellence in liberal education and select graduate and professional programs through commitment to teaching and learning and dedication to our core values of diversity, sustainability, leadership, and innovation. To learn more about UWEC, visit

The City of Eau Claire, situated at the confluence of the Chippewa and Eau Claire rivers, is at the center of a metropolitan area of approximately 100,000 people located 90 miles east of Minneapolis/St. Paul. The area features beautiful parks and trails, strong public schools, a vibrant arts scene and local food culture, and abundant recreational opportunities.

APPLICATION PROCEDURE: Applications are submitted electronically. Please follow instructions found on the following UW-Eau Claire Web site:  You must create an account and login before you can apply.  If you have not yet registered, click on the "Click here to Register" link to begin the registration process. If you are already a registered user, input your "User Name" and "Password" and select "Login."  Click the link to the Advising, Retention & Career Center: Office Associate position (Job ID #20481) and then click the "Apply Now" button to submit your application electronically.  Your application will not be considered complete until all required documents are attached, and all required fields are completed.  Please be sure you have included the following in PDF format:

  • Letter of application
  • Resume
  • Names and contact information for three references

Please direct requests for additional information to: Staci Heidtke,

To ensure consideration, completed applications must be received by June 21, 2024.  However, screening may continue until position is filled.

The University reserves the right to contact additional references with notice given to the candidates at an appropriate time in the process. Employment will require a background check. Employment will also require you and your references to answer questions regarding past conduct related to sexual violence and sexual harassment.

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

The UW-Eau Claire Police Department is dedicated to maintaining a safe and secure environment for learning and working. Although crime at the University of Wisconsin-Eau Claire is limited, the University Police want students, faculty and staff to be aware of crime on campus and the area surrounding the campus. The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act is a federal law that requires colleges and universities to disclose annual information about campus crime. Visit Campus Security and Fire Report. Also visit our Campus Security Authority(CSA) policy.

UW-Eau Claire is an AA/EEO/Veterans/Disability employer.