Career Opportunities

Administrative Support

University Services Program Associate for Residence Life Operations

Posting Date

1/25/2019 12:00:00 AM

Position Information

Working Title:  University Services Program Associate for Residence Life Operations
UW System Title:  University Services Program Associate

Essential Job Functions

The University Services Program Associate for Residence Life Operations assists in carrying out the mission and philosophy of the Office of Residence Life. The Office of Residence Life provides housing for 2,000 students during the academic year and 2,000 guests during the summer months; and employs approximately 18 full-time staff and 100 student employees. Primary responsibilities include, but are not limited to: a) departmental budget and financial management; b) technology management c) student employment and payroll; d) business operations, and e) departmental purchasing and travel. This position reports to the Assistant Director for Operations; and assumes additional responsibilities assigned by and makes recommendations to the Assistant Director.

This position includes the following responsibilities:

  • Monitor, reconcile, and maintain accurate records for budget.
  • Maintain monthly budget expenditure records for student programming.
  • Maintain and submit monthly revenue records.
  • Process invoices and chargebacks.
  • Oversee resident and summer guest billing and reconciliation.
  • Oversee customer credit card transactions/reimbursements and manage all aspects of Elavon for the department.
  • Assist with internal auditing, bill preparation, and running data integrity checks.
  • Assist with development of the departmental budget.
  • Prepare various financial reports.
  • Oversee the room damage collection process.
  • Provide technical support to business operations and services.
  • Assist the Director and Associate Director in the design and generation of financial and occupancy reports.
  • Assist with student billing data integrity checks, billing exports, student assignments, and preparation for re-contracting, room selection, and move-in day technical support.
  • Collaborate with the Assistant Director for the automation of business practices and with the goal of process improvement.
  • Maintain inventory and manage cyclical upgrades of all departmental technology.
  • Identify and actively recommend advancements in technology and related tools.
  • Provide staff training on, and ensure department-wide compliance with all university rules and regulations governing student employment, time reporting, payroll, purchasing, travel, and retention and disposal of records.
  • Oversee the processing of Residence Life student employment paperwork and background checks.
  • Provide administrative assistance with annual staff search and screen processes.
  • Maintain accurate department records related to computer workstations and all facility keys and key storage boxes.
  • Maintain proficiency in using the door access system and assist with door access.
  • Maintain proficiency in using the Residential Management System and assist with room administration.
  • Obtain price quotes, prepare purchase orders, procure office supplies and equipment, and perform other coordinative activities related to purchasing and travel.
  • Assist the Director with large-scale purchases related to capital projects/improvements.



  • Associates degree in business or related field at time of application
  • One year of related experience
  • Excellent computer skills, including experience with Microsoft Office (Excel, Word, Outlook, etc.)


  • Bachelors degree in business administration or related field
  • Experience with housing/lodging related software (e.g. Residential Management Systems and Persona card access systems)
  • Experience in higher education, housing, or hotel/conference-related operations

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; 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 University Staff appointment.  The work hours for this position will be 7:45 a.m. – 4:30 p.m., Monday through Friday.

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 $16.50 - $18.50.

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:

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

STEP 2: From "Job Search" screen,

  • Click "View All Jobs"
  • Select "University Services Program Associate for Residence Life Operations"
    • 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
  • Unofficial transcripts of the highest degree achieved

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, February 10, 2019.

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 Office of Public Safety 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.