University Services Associate 2 (USA2)

Posting Date:
December 6, 2012

There is a University Services Associate 2 (USA 2) transfer opportunity available in the Office of Admissions for current state employees. The work schedule for this full-time, year-round position is Monday through Friday, 7:45 a.m. – 4:30 p.m. The position description is available below.
If you are interested in transferring as a permissive transfer candidate (current state employees in pay range 02-10 or counterpart) submit a resume with three supervisory references to Stephanie Hartmann at hartmans@uww.edu or fax 262-472-5668.


Cert #: 4198

Position Description:  University Services Associate 2
University of Wisconsin – Whitewater, Office of Admissions

Position Summary: 
This position provides support to the Admissions office in the processing of student applications for admission to the University of Wisconsin - Whitewater. Other duties include processing fee payments, providing receptionist service, and overall functions of the admissions process. The incumbent performs work under general supervision and works a normal standard work schedule of 7:45 a.m. to 4:30 p.m.

90% A. Manage the Electronic PeopleSoft Conversion System (EPCS), the electronic delivery and uploading of online applications in PeopleSoft, and the application fee processing in accordance with  UW System policies.
A1.Process applications for admissions and corresponding fee payments on a daily basis.  Identify information from the electronic application that is needed to ensure data is being properly uploaded  into PeopleSoft.  Retrieve, print or copy to ImageNow, load, correct, and post on-line applications.  Ensure  accuracy of all information entered in PeopleSoft. 
A2.After EPCS is uploaded, examine all applications to record correct names, addresses, admit type, enrollment status, citizenship status, academic program/plan, previous schools attended and post to PeopleSoft.  Using a high level of discretion, determine additional information that can be automated from  EPCS into PeopleSoft.
A3.Develop and maintain training documents to assist in the proper uploading of the EPCS
A4.Determine if the applicant owes a fee.  A thorough knowledge and understanding of the policies of the UW-System regarding application fees is essential.  Record all electronic payments and  reconcile with payment report each day.  Credit back any electronic payments made by credit card that  were not required.
A5. Test information both in EPCS and PeopleSoft when new upgrades or versions are being installed.
A6. Act as a liaison to UW System for the EPCS procedure.
A7. Verify electronic credit card payments on cashiering report following proper UW System and UW-Whitewater cash handling procedures.  Review all checks and money orders for proper  amount, signature, and date stamp.  Prepare daily deposit for the Cashier’s Office, copy checks and  supervise delivery to the Cashier.
A8.Determine if an applicant is still “Active in Program.”  If so, contact appropriate personnel in the Registrar’s Office to request the applicant be “Discontinued” prior to processing their new application.
A9.Create checklists (in PeopleSoft) of required items for admission for each applicant.
A10.Determine admissibility for re-entry students regarding academic standing.
A11.Download, print (to ImageNow), date stamp, link and forward electronically submitted applications.
A12.Coordinate with the Center for Global Education on international applicants (both exchange and direct enrolled students).
A13.Coordinate with the Office of Continuing Education on special interest student applications.
A14.Maintain database of external organizations.  Consult with supervisor or IT liaison to have new schools entered in the database.

10%  B. Performance of miscellaneous clerical assistance to Admissions Office staff.
B1.Assist admission examiners with the processing of applications by examining and entering check letter information.
B2.Record receipt of final high school transcripts.
B3.Record applicant cancellations and notify necessary departments on campus.
B4Respond to verbal questions from students, faculty, administration and the general public for  information and other data concerning the Office of Admissions.
B5.Cross -train in other office areas to enable continuity of workflow during employee absences.  This may  include front desk reception responsibilities.
B6.Assist with campus visitation programs, as needed.
B7.Ensure high quality of customer service through all interactions including responding to emails, written  correspondence or phone calls in a timely manner.
B8.Perform other duties as assigned by supervisor.

Knowledge, Skills and Abilities:
• Ability to interact respectfully with people from diverse socioeconomic, cultural and ethnic backgrounds.
• Familiarity of UW-Whitewater majors and emphasis programs.
• Knowledge of admission policies.
• Skilled in use of Microsoft Word, Excel, Access, PeopleSoft, ImageNow, EPCS and photo coping.
• Knowledge of UW-System application process and fees.
• Strong organizational skills, attention to detail and the ability to handle multiple  tasks.
• Flexibility.  The department and this position will change as processes, technologies or service needs dictate.
• Maintains a positive work atmosphere by behaving and communicating in a cooperative and professional manner with all stakeholders, staff, faculty, students, prospective students, co-   workers, vendors and supervisor