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Front Desk & Mailroom Manager

Position Information

WORKING TITLE: Front Desk & Mailroom Manager
UW SYSTEM OFFICIAL TITLE: Administrative Assistant III
POSTING DATE:  March 17, 2023

Essential Job Functions

This position reports to the Assistant Director, Administration Operations and assumes additional responsibilities assigned by and makes recommendations to the Assistant Director and Executive Director. This position assists in carrying out the mission and philosophy of the Office of Housing & Residential Education (HRE). The Office of Housing & Residential Education provides housing for approximately 2,000 students during the academic year and 2,000 guests during the summer months; and employs approximately 18 full time staff and 125 student employees. Primary responsibilities include, but are not limited to managing information desk and student mail room services, overseeing building and room access systems, and providing administrative services.

What You'll Do

This position includes the following responsibilities:

  • Manage Information Desk and Student Mailroom Services through daily and year-round supervision for the Office of Housing & Residential Education by coordination of selection, training, scheduling, and payroll of student employees. 
  • Maintain current and comprehensive training manual for the information desk, serve as a back up to the student desk workers by answering phone calls, taking messages, scheduling appointments, and reserving meeting rooms. Coordinate and maintain virtual parking permits, equipment check-out, and lost & found procedures at the front desk. Provide administrative services by assisting in problem-resolution/referral/information distribution to students, parents, guests, vendors and other members of the university community by phone/email/mail/in-person.
  • Ensure and approve signage for postings in residential facilities and distribution of materials to student mailboxes. Provide training to ensure compliance with rules & regulations of US Postal Service to student mailroom, ensure staff utilizing of package management software to prevent loss of packages.
  • Oversee building and room access systems by maintaining proficiency in using the door access systems; set up and modify door access permissions, program doors & access cards, monitor door access cards & expiration dates, maintain and run reports of access to ensure compliance, manage billing for student replacement cards, and troubleshoot door access problems. Maintain accurate records for all facility access cards, keys, and door combinations. Maintain current and comprehensive manual for door access systems, including identity verification, student room access processes, contract management and assignments, and provide training to staff related to all front desk responsibilities.
  • Delegate projects and provide administrative services to the department including summer camps & conferences, maintain proficiency in using Star Rez housing assignment/billing system and assist with room administration by service as a back up to the Assignments Coordinator, and assist in the move in/out of residents, guests, and summer camps/conference attendees.
  • Participate in weekly staff meetings, supervisory meetings, and other Housing & Residential Education staff meetings. Ensure a positive professional work environment in the office, staff confidentiality of privileged information, and quality customer service for residents and guests. 



  • High School Diploma at time of application
  • Strong interpersonal and oral / written communication, organizational, and administrative skills
  • Excellent computer skills required including Microsoft Office (Excel, Word, Outlook)
  • Ability to exercise sound judgment and decision-making
  • Ability to direct and/or guide the work of student employees.
  • Capacity to work autonomously and in a self-directed fashion
  • Detail oriented and able to manage multiple priorities simultaneously


  • Bachelor's Degree from an accredited institution
  • Experience with housing/lodging related software, including Star Rez, Imaging Software, and Persona card access systems preferred.  
  • Experience in higher education, housing, or hotel/conference-related operations
  • Customer service experience
  • Ability to lift 25 pounds

The Successful Candidate

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 full-time University Staff appointment.  The work hours for this position will be 7:45 a.m. – 4:30 p.m., Monfay through Friday. This position will work fully in-person, on-campus. Occasional evening, weekend and holiday work is expected and will be assigned by supervisor as needed. 

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.

Compensation and Benefits

Hourly salary range of $17.00 - $19.00.

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

Benefit Details

The UW System provides an excellent benefits package to meet the diverse needs of its employees. This includes several health insurance options, with annual deductibles as low as $250/individual and $500/family. Our benefits package also includes dental, vision, several life insurance options, AD&D and Accident insurance and Flexible Spending and Health Savings Accounts. We participate in the Wisconsin Retirement System (WRS), where employer contributions begin immediately and employees are fully vested after 5 years of service. The UW System also provides supplemental retirement savings programs including a 403(b) and Deferred Compensation.

In addition, employees receive several types of paid leave benefits, which are prorated for employees working less than 100%. This includes 9 legal holidays, 36 hours of personal holiday and between 96-130 hours of sick leave annually. Employees earn 13-27 days of vacation each year, depending on years of service and employment type.

For more details, please review the benefit quick guide linked below.


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 "Front Desk & Mailroom Manager"
    • 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 specifically addressing 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

Application Deadline

To ensure consideration, please submit application materials by Monday, April 10, 2023.

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.