Career Opportunities

Administrative Support

Assignments Coordinator

The University of Wisconsin System is engaged in a Title and Total Compensation (TTC) project to redesign job titles and compensation structures. As a result of the TTC project, official job titles on current job postings may change in Spring 2020. Job duties and responsibilities will remain the same. For more information please visit:

Posting Date

12/20/2019 12:00:00 AM

Position Information

Working Title:  Assignments Coordinator
UW System Title:  University Services Program Associate

Essential Job Functions

This position reports to the Associate Director of Residence Life and assists in carrying out the mission and philosophy of the Office of Residence Life. The Office of Residence Life provides housing for nearly 2,000 students during the academic year and 2,500 guests during the summer months; and employs approximately 13 full-time staff and 125 student employees. Primary responsibilities include, but are not limited to: a) overseeing housing room and contract administration b) coordination of student billing using the Residential Management System (RMS), and c) providing administrative support.

This position includes the following responsibilities:

  • Maintain accurate housing wait lists and priority enrollment reservations
  • Process all housing applications and contracts for new and continuing students
  • Assign all new and continuing students to residence hall rooms and apartments; taking into consideration student preferences, disability accommodations, and exceptions
  • Manage student requests to arrive early, stay over semester break and depart late
  • Manage student room changes and summer housing assignments
  • Coordinate student requests for contract cancellation and process contract terminations
  • Coordinate summer student, student intern, and snowbird housing contracting and assignments
  • Independently respond to student inquiries, questions, and requests; maintaining accurate records of all correspondence with students
  • Process and reconcile all housing deposits, student charges, and refunds
  • Monitor student accounts for accuracy and resolve any account discrepancies
  • Assist with supervision of the front desk, mailroom services, and provide guidance to student staff
  • Provide assistance with door access system
  • Assist students, parents, summer guests, vendors, members of the university community, and the general public who contact the office by telephone, email, mail, and in person, in the provision of information, problem-resolution, and referral


  • High school diploma or equivalent at time of application
  • One year of professional administrative experience

  • Experience with housing/lodging software, including the Residential Management System, Imaging Software, and Persona card access systems
  • Experience in higher education, housing or hotel/conference-related operations, and customer service experience

The successful candidate will have exceptional oral, written, interpersonal, organizational, time-management, computer, proofreading, and customer service skills; the ability to communicate with diverse constituents; and the willingness to work independently, as well as part of a collaborative team. This position requires the ability to manage multiple deadlines, projects, and priorities with attention to detail and exceptional accuracy; ability to direct and guide the work of student employees; show excellent judgment, including sensitivity to personal and confidential information; and demonstrate flexibility and the ability to adapt to ongoing change. Good work habits, such as attendance, punctuality, accountability, thoroughness, and resourcefulness, are essential for this position.

Conditions Of Appointment

Position is a full-time (100%) University Staff appointment. The work hours for this position will be 7:45 am to 4:30 pm Monday through Friday. Ability to work occasional nights, weekends and holidays required.

A criminal conviction investigation will be conducted on the finalist(s). A six-month probationary period is required for this position. In compliance with the Wisconsin Fair Employment Act, the University does not discriminate on the basis of arrest or conviction record.

All final candidates must be asked, prior to hire, whether they have been found to have engaged in, are currently under investigation for, or left employment during an active investigation in which they were accused of sexual violence or sexual harassment. When obtaining employment reference checks, these same sexual violence or sexual harassment questions must also be asked.

The University of Wisconsin-Green Bay 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.


Minimum hourly salary of $16.50
This position will earn an additional $0.60 per hour for all weekend hours worked and an additional $0.45 per hour for all hours worked between 6 p.m. and 6 a.m.

The UW System provides an excellent benefits package, including participation in the Wisconsin State Retirement System.

To Apply

STEP 1: Please select the applicable link below:

External Applicants: (NOT currently employed by the University of Wisconsin System)
Internal Applicants: (Currently employed by the University of Wisconsin System)

STEP 2: From "Search Jobs" screen,
  • Click "View All Jobs"
  • Select "Assignments Coordinator"
    • You must login before you can apply. Input your "User Name" and "Password" and select "Sign In."
    • If you have not yet registered, click "Register Now" to begin the registration process.

STEP 3: Submit application materials:

Please be sure to complete all required fields, and include all required documents before submitting your application. Once submitted, you will not be able to edit or attach any application materials. Files must be complete to be considered. Please include the following documents:

  • Cover letter
  • Resume
  • Names and contact information for three references

You must select "Submit" to forward your application materials to the search committee.

If you have any questions, need accommodations, or submitted your application with missing materials, call or email:

Human Resources
Phone: (920) 465-2390

Application Deadline

To ensure consideration, please submit application materials by Sunday, January 12, 2020.

Note: 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. sec. 19.36(7).

For more information regarding the University of Wisconsin-Green Bay and the surrounding area, see our Campus and Community section. For Campus Safety information see our University Police website and our Annual Security Report (for a paper copy please contact the Office of Human Resources at (920) 465-2390). This report includes statistics about reported crimes, as well as information about crime prevention and campus security policies and procedures.

The University of Wisconsin-Green Bay is an Affirmative Action Equal Employment Opportunity employer committed to achieving a diverse workforce and to maintaining a community which welcomes and values a climate supporting equal opportunity and difference among its members. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender and/or gender identity or expression, marital or parental status, genetic information, national origin, ethnicity, citizenship status, veteran or military status (including disabled veteran, recently separated veteran, other protected veteran, or Armed Forces service medal veteran status), age, or disability.