Administrative Assistant III

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:

Job Category:

Employment Type:

Job Profile:

Job Duties:

Reporting to the Director of Financial Aid, Administrative Assistant III provides general administrative support for the Office of Financial Aid, serving as the primary front desk contact and responding to student inquiries via phone, email, and in person. Responsibilities include scheduling counselor appointments, assisting students with FAFSA-related forms, updating student financial aid records to add external scholarships, managing the office’s social media presence, maintaining supplies, processing purchase orders, and digitizing documents.

RESPONSIBILITIES :

• Schedules logistics and secures resources for meetings, travel, conferences, and work unit operations, including staff appointments, student meetings, and interdepartmental engagements; assists with event planning such as the annual Veterans celebration.

• Serves as the first point of contact for the Financial Aid Office, providing general information to prospective and current students and their supporters via phone, email, text, social media, Navigate™, and in person; routes complex inquiries to the appropriate financial aid staff or University offices.

• Collaborate with the Student Billing office to record external scholarships on student financial aid accounts. Ensure that scholarship payments do not exceed financial need and cost of attendance limits. Work with counselors to adjust costs and other aid as necessary to ensure that students do not receive funds in excess of required limits.

• Collects, and prepares, and scans student and supporter-submitted documents for electronic imaging; ensures completeness and compliance, routes to appropriate workflow queues, and oversees secure destruction of physical documents per retention policies.

• Sends, receives, copies, and distributes communications in accordance with established procedures; assists with email and social media campaigns and coordinates batch communications with Admissions and Student Billing regarding financial aid eligibility.

• Maintains organizational systems for physical and electronic records in compliance with office procedures and University policies; ensures timely inclusion of key dates on the office calendar.

• Assists with maintaining accurate and timely content on the Financial Aid and Military/Veteran Resource Center websites.

• Reviews and evaluates office activities, procedures, and processes, and makes recommendations for improvements to the Director as warranted.

Key Job Responsibilities:

• Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums

• 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

• Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures

• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations

• Schedules logistics and secures resources for meetings, travel, conferences, and work unit operations, including staff appointments, student meetings, and interdepartmental engagements; assists with event planning such as the annual Veterans celebration.

Department: Financial Aid

The Pay Rate for this position is $21 per hour

Required Qualifications:

• Strong interpersonal skills with the ability to engage courteously and professionally across various communication platforms.

• Skilled in managing emotionally distressed individuals with calmness and empathy.

• Sound judgment in referring students/families to appropriate resources.

• Familiarity with general office administration and financial aid processes.

• Proficient in standard computer applications (word processing, spreadsheets, internet browsers).

• Ability to quickly learn and effectively use specialized software, including student information systems and document imaging tools.

• Ability to follow detailed procedures for entering information in a student information system and apply appropriate processing rules.

• Demonstrated commitment to maintaining confidentiality of sensitive information.

• Responsible decision-making in office-related purchases.

• Strong organizational skills with the ability to complete tasks accurately and on time.

How to Apply:

Applicants are required to apply online. UWRF will not consider paper, emailed or faxed applications. Applicants are required to provide:

• Resume

• Letter of interest specifying qualifications and experience (cover letter)

Inquiries should be addressed to:
Jody Sather

Search Chair

jody.sather@uwrf.edu

Deadline to Apply: Initial review of applications will begin upon receipt. For full consideration, applicants should submit all required materials on or before November 25, 202 5.

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 6.95%; 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 titleix@uwrf.edu ; the Department of Education’s Office for Civil Rights; or both. For more information, please see 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 https://www.uwrf.edu/Police/Annual-Security-Report.cfm 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 hr@uwrf.edu 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.