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Career Opportunities

Internal Vacancies (Open to UW System Employees Only)

Receptionist/Scheduler (75% Appointment)

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: https://www.wisconsin.edu/ohrwd/title-and-total-compensation-study/

Posting Date

5/7/2020 12:00:00 AM

Position Information

Working Title:  Receptionist/Scheduler
UW System Title:  USA 2

Essential Job Functions

This position reports to the Director of Counseling and performs administrative and customer service support within the Counseling & Health Center to provide quality customer service to all patients and staff and ensure smooth administrative operations. This position will be responsible for administrative support, customer service, billing, scheduling, and record keeping processes.

This position includes the following responsibilities:

  • Serve as receptionist to Triage callers and walk-in customers to determine appropriate action.
  • Provide information about services provided through the Counseling and Health Center and Prevea Health. Respond to program specific questions and refer individuals to other university departments or community resources as appropriate.
  • Assist clients in completing required intake information and paper work prior to counseling or health visit.
  • Schedule appointments using electronic medical records systems.
  • Develop, recommend and make changes in clinic procedures to improve clinic effectiveness and to create customer friendly environment.
  • Maintain confidentiality of client contacts and the security of their paper and electronic medical records according to office policy and procedure.
  • Identify all paper forms needed in addition to the electronic record for each client.
  • Complete Release of Information requests for clinic ensuring that the proper release of information form is signed and all information released is tracked according to office policy and procedure.
  • Complete the scanning process as needed and remain timely in the scanning process per scanning procedure.
  • Coordinate billing procedures for the collection of all relevant student billing fees.
  • Support budget development and monitor monthly budget for counseling clinic accounts.
  • Coordinate the purchasing process for the Counseling Center.
  • Assist with Counseling Center staff travel arrangements and preparing travel expense reports.
  • Provide administrative assistance to director, and contracted providers.
  • Recruit, hire, train, supervise and evaluate student workers.
  • Provide assistance to director for search and screen processes.
  • Prepare documents, reports; compose memos and letters as needed. Perform clerical duties as assigned.
  • Open/close office according to policy & procedures.
  • Work with Director and Contracting Office to update all provider contracts and facilitate routing, signature, and return process for all contracts.
  • Assist in preparation of weekly staff meeting agenda. Take and type minutes from staff meetings and retreats.
  • Support marketing and promotion of clinic counseling services.
  • Develop and maintain Counseling Center website.


  • High School diploma or equivalent at time of application
  • Ability to adhere to confidentiality consistent with HIPAA and FERPA requirements
  • Working knowledge of desktop hardware and standard business software programs (e.g. word processing, spreadsheets, database) and the Internet
  • Demonstrated knowledge and aptitude for working with databases, including; SIS, WIR, Point and Click, EPIC and Celest

  • Ability to possess calm and sensitivity while triaging crisis situations and follow procedures of Counseling and Health Center
  • Excellent judgment including sensitivity to personal and confidential information
  • Professional telephone etiquette and ability to manage multiple phone callers, and face to face contacts, including distressed persons

The successful candidate will be expected to work inclusively and respectfully within a diverse campus community and practice civility in the workplace. The University welcomes applicants who are dedicated to the appreciation and promotion of inclusivity and equity as crucial components in the pursuit of organizational excellence.

In addition, the successful candidate will have strong oral, written, interpersonal, and organizational skills, demonstrated integrity and strong leadership, and the willingness to work independently and as part of a collaborative team. The University invites applicants who are dedicated to enriching the quality of life for students and the community by embracing the educational value of diversity, promoting environmental sustainability, encouraging engaged citizenship, and serving as an intellectual, cultural, and economic resource.

Conditions Of Appointment

Position is a part-time (75%) University Staff appointment.  The work hours for this position will be flexible and may include evenings and weekends.  Hours vary and will include working until 4:30 or 5:30 pm one to two nights per week and two Saturdays per month from 8:00 am to 12:00 pm (August through May). 

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.


Hourly salary range of $15.00 - $15.92.

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.

This position is not exempt from the overtime provisions of the Fair Labor Standards Act (FLSA).

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:

Internal Applicants: (Currently employed by the University of Wisconsin System)

STEP 2: From "Search Jobs" screen,
  • Click "View All Jobs"
  • Select "Receptionist/Scheduler"
    • 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 that specifically addresses qualifications for the essential job functions
  • 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
Email:  jobs@uwgb.edu

Application Deadline

To ensure consideration, please submit application materials by Sunday, May 17, 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.