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Graduate Admissions and Records Administrative Assistant

Apply now Job no: 498754
Work type: Part-time
Location: Oshkosh Campus
Categories: University Staff

Working Title: Graduate Admissions and Records Administrative Assistant
Official Title: University Services Associate II
Employment Class: University Staff
FTE: 0.5
Compensation: $18 per hour
FLSA Status: Non-Exempt
Terms of Employment: Continuous
Position Summary:

This position provides administrative and clerical support to the Office of Graduate Studies Records and Admissions Coordinator, Graduate Admissions and Operations Specialist, and occasionally the Director of Graduate Services. Duties include but are not limited to: processing applications, responding to customer service emails, answering the phone, and other basic clerical procedures. Other tasks may be assigned based on office workload.

UW Oshkosh provides a competitive benefits package for all benefit-eligible positions. Click here for more details.

95% Admissions and Applications Processing Tasks

A. Enter and scan information from admission applications into the PeopleSoft student information system.

B. Process special and non-degree student registration forms.

C. Process new applications.

D. Assist in reviewing pending applications and send out missing information notices to student applicants.

E. Print academic worksheets when needed.

F. Assist in processing admission to candidacy forms, graduation applications, independent study contracts, extension of time to degree, candidacy modification, program/plan change, term withdrawl, late drop/add, and research approval forms.

G. Assist in diploma mailing.

H. Input and process prospective and current student information in PeopleSoft and ImageNow as needed.


5% Administrative/Clerical Tasks

A. Answer telephones for office as needed.

B. Provide information to prospective and continuing students who visit the Graduate Studies Office


• Attention to detail and organization

• Ability to refocus after interruptions

• Ability to follow written process documentation

• Accurate word processing and data entry, and the ability to self-audit work

• Professional/courteous/welcoming verbal, written, telephone, email and nonverbal interpersonal customer service skills

• Demonstrated commitment to diversity, equity, and inclusion

• Proficient on a PC in a Microsoft and Windows environment


• Working knowledge of admissions processing and student information system (PeopleSoft) inputting is helpful.

• Ability to perform basic mathematical functions.

• Proficient in MS Office word processing (Word) and spreadsheet (Excel)

To Apply:

Applicants must submit the following documents using the online application:

Cover letter, resume, and contact information for 3 references


For questions regarding your application and additional options to apply, contact Human Resources at or 920-424-1166.

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 2021. Job duties and responsibilities will remain the same. For more information please visit:

Application Deadline:

TO ENSURE CONSIDERATION: Applications received by October 26, 2021 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. Application materials will be evaluated and the most qualified applicants will be invited to participate in the next step of the selection process. Incomplete and/or late application materials may not receive consideration.

If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact the Office of Human Resources.

Legal Notices:

AA/EO Statement
The University of Wisconsin Oshkosh (UWO) is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. We strongly encourage women, minorities, people with disabilities and veterans to apply. UWO, in compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, does not discriminate on the basis of race, color, national origin, religion, sex, sexual orientation, gender identity/expression, disability, or protected veteran status.

DEI Statement
Diversity drives innovation, creativity, and progress. At the University of Wisconsin Oshkosh, the culture, identities, life experiences, unique abilities, and talents of every individual contribute to the foundation of our success. Creating and maintaining an inclusive and equitable environment is of paramount importance to us. This pursuit prepares all of us to be global citizens who will contribute to the betterment of the world. We are committed to a university culture that provides everyone with the opportunity to thrive.

Reasonable Accommodations
UWO provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability, please contact or 920-424-1166. This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.

Confidentiality of Applicant Materials
UWO is a State agency and subject to Wisconsin's Open Records Law. UWO will not, however, reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsin's Open Records law. In certain circumstances, the identities of "final candidates" and/or the identity of the appointed applicant must be revealed upon request.

CBC & Reference Check Policy
All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.

Work Authorization
The University of Wisconsin Oshkosh 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.

Annual Security and Fire Safety Report (Clery Act)
For the UWO Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see, or call UWO Police Department, at (920) 424-1212 for a paper copy.


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Equal Opportunity and Affirmative Action Employer

All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.

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Reasonable Accommodations

The University of Wisconsin Oshkosh is committed to the full inclusion of all qualified individuals. As part of this commitment, UW Oshkosh will ensure that persons with disabilities are provided reasonable accommodations. If a reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact the Office of Human Resources, Equal Opportunity, Equity & Affirmative Action, (920) 424-1166 or