Administrative Assistant II

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 II

Job Category:
University Staff

Employment Type:
Regular

Job Profile:
Administrative Assistant II

Job Duties:

Working within the University Student Health & Counseling Services (SHCS) and in partnership with the Pruitt Center for Mindfulness and Well-Being, the Administrative Assistant II will provide administrative support for SHCS goals and the Pruitt Center for Mindfulness and Well-Being’s shared goals, under direct supervision. This position works with the Director of Health, Counseling & Well-Being and the Associate Director of SHCS to provide program and staff support, including scheduling client appointments, facilitating communication with external entities, and providing information about SHCS and the Pruitt Center to university departments and the public.

Key Job Responsibilities:

• Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums

• 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

• 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

• Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision

Department: Student Health, Counseling and Well-Being

Reports To: Director of Health, Counseling and Well-Being

Full-Time: 100%, University Staff, 12-month ongoing appointment, one vacancy

Additional duties specific to the position:

• Acts as the primary receptionist/scheduler for SHCS and Pruitt Center, including counseling crisis/ emergencies. Interact with clients in person, by email, and by phone. Interacts with other campus departments, hospitals, counseling centers, and parents.
• Maintain strict confidentiality of all student information according to Wisconsin law and Health Insurance Portability and Accountability Act (HIPAA) regulations.
• Responsible for creating, coordinating, and maintaining counselors’ schedules.
• Receives all releases of information, scans them into the system, and sends/faxes them to outside providers.
• Assist in maintaining and adhering to the overall SHCS’s policies and procedure manual.
• Assist with financial systems to support the work of the SHCS and Pruitt Center and preparing and submitting bills from outside contracts.
• Schedules logistics, create promotional materials and secure resources for meetings, conferences, tabling, travel, and work unit operations.
• Send, receive, copy, and distribute communication to the appropriate entities according to established policies and procedures.
• Tracks, stocks, orders, and inventories office supplies to ensure adequate materials are available for workplace operation.
• Support the development and delivery of services that meet the diverse needs of the student population.
• Prepare informational self-help materials and SHCS posters, and screen or review publications, drafts, or rewrites of material and communications. Arrange for the distribution of posters, distribution of information materials, digital monitors throughout campus.
• Coordinate notification of other staff if a crisis should occur, following policies established by staff to ensure the situation is handled safely.
• Produce monthly and yearly statistical reports and additional specific reports, as requested by the Director, Associate Director, or University administrators.

Other Duties:

• Complete required trainings and professional development as assigned.
• Other duties as assigned.

Knowledge, Skills and Abilities:

• Effective oral and written communication skills,
• Knowledge of Electronic Medical Records (EMR) appointment scheduling software.
• Strong interpersonal skills in interacting effectively with students, faculty, and staff.
• Customer service skills to meet the timeframe for special projects.
• Ability to use Microsoft Office Suite to create correspondence, reports, and other documentation.
• Ability to work as a team member of SHCS and with other units in the university system.
• Ability to learn new systems, software, and processes quickly.
• Ability to interact professionally with visitors and students requesting assistance.
• Ability to serve as the first point of contact, maintaining a warm and welcoming environment.

Required Qualifications:

• Minimum of high school diploma or equivalent
• Experience in the use of computer software, including Microsoft Office Suite

The University of Wisconsin-Superior does not offer H-1B or other work authorization immigration sponsorship for this position. Candidates must be independently, legally authorized to work in the United States at the time of hire and maintain their work authorization without the support or help of UW-Superior throughout employment. UW-Superior is not an E-Verify employer; therefore, it cannot employ individuals on the STEM OPT extension. If you have questions regarding this, please contact Human Resources.

Desirable Qualifications:

• Associate or bachelor’s degree from an accredited institution
• Experience in an education setting
• Experience with mental health and well-being office procedures, including the use of Electronic Medical Records (EMR)

Compensation & Benefits: Salary range for this position is: $17.50 – $18.75 hourly. This position offers a comprehensive benefits package, including generous paid time off, competitively priced health/dental/vision/life insurance, tax-advantaged savings accounts, and participation in the nationally recognized Wisconsin Retirement System (WRS) pension fund. For a summary of benefits, please see: https://www.wisconsin.edu/ohrwd/benefits/download/univstaff.pdf.

University of Wisconsin-Superior is a gold-level certified employer recognized by Family Friendly Workplaces.

Starting Date: As soon as possible.

Contact Information:

For additional information about UW-Superior, visit www.uwsuper.edu;

For additional information about this position, contact Nicole Koski at nkoski1@uwsuper.edu.

Application Process:

Review of all complete applications will commence at 4:30pm on April 6, 2026, and will continue until the position is filled.

How to Apply:

Click the “Apply” button to begin the application process or visit: https://www.uwsuper.edu/about/employment/. You will be prompted to log in or create a Workday account to continue.

Important: The application includes only one attachment field. Please upload all required documents in that single field-either as one combined file or as multiple files attached in the same upload area.

Applications will not be considered complete unless all required materials are submitted.

1.) Cover Letter

2.) Resume

UW-Superior, A Superior Place:

The University will not reveal the identities of applicants who request confidentiality in writing, except that the identities of ‘final candidates’ must be revealed upon request. According to the Attorney General, ‘final candidates’ under Wisconsin law means the five candidates who are considered most qualified for the position. See Wis. Stat. Sec. 19.36(7)(a).

Employment will require a criminal background check, and if you have prior work history within the last seven years with Universities of Wisconsin or State of Wisconsin agencies, a personnel file review check for employee misconduct. It will also require your references to answer questions regarding employee misconduct, sexual violence and sexual harassment. The University reserves the right to check references with notice given to the candidates at the appropriate time in the process.

Employment is subject to federal laws that require verification of identity and legal right to work in the United States as required by the Immigration Reform and Control Act.

For UW-Superior campus safety information and crime statistics, review the Annual Security Report or contact the University Police Department Safety at 715-394-8114 for a printed copy.

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.

Tagged as: Employment