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Job Category:
University Staff
Employment Type:
Regular
Job Profile:
Administrative Assistant III
Job Summary:
The office of the Associate Dean for Corporate Engagement and Entrepreneurship (ADCEE) is hiring an administrative and finance assistant to help our growing unit. The ADCEE office comprises the Grainger Institute for Engineering (GIE), the Office of Corporate Relations (OCR), the Technology Entrepreneurship Office (TEO), the Badger Tech Foundry (BTF), and the Research, Impact, and Outreach (RIO) team. These offices support the College of Engineering’s research enterprise by facilitating industrial collaborations, entrepreneurial activities, acceleration of critical research areas, and creation of large-scale funding proposals in non-traditional research domains. The Admin and Finance Assistant is a new role that will report to the Administrative Manager and assist with day-to-day operations of the unit. We are looking for an individual who thrives in a dynamic environment, enjoys creative problem solving, and a collaborative team atmosphere.
It is anticipated this position requires work be performed in-person, onsite, at a designated campus work location
Key Job Responsibilities:
- Develops, implements, and maintains methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
- Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums
- Prepares and audits complex records, edits documents, and reviews work done by others
- Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures
- Office management duties, such as event support, supply management, and expense report creation.
- Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
- Update budgets actuals using Workday reports for all accounts (10+) within the Associate Dean for Corporate Engagement and Entrepreneurship office.
Department:
College of Engineering, Office of the Associate Dean for Corporate Engagement and Entrepreneurship
Compensation:
The starting hourly rate for the position is $24.00, but is negotiable based on experience and qualifications.
Required Qualifications:
2 years professional experience in an administrative assistance or event planning role.
1 year professional experience scheduling meetings requiring polling and coordination of multiple complex schedules.
1 year professional experience with data entry using Excel, Google Sheets, or a similar tool.
Preferred Qualifications:
At least 1 year professional experience with budgets and financial data.
Experience using Workday to retrieve financial data
Experience creating and administering online file management tools like OneDrive, Box, or Google Drive.
Experience working with confidential information.
Excellent written and oral communication skills, particularly in situations with multiple stakeholders.
High attention to detail
Demonstrated capability to perform tasks on their own with minimal supervision
Experience in Higher Education
Education:
Associate's Degree or higher preferred
How to Apply:
To begin the application process, click the "Apply" button.
Please submit a resume and cover letter. In your cover letter, detail your experience:
Providing administrative and event support, including coordinating logistics for meetings, conferences, or travel.
Working with financial data, including tracking budgets and maintaining records. If applicable, please focus on your experience with Workday and spreadsheet-based budget tools.
Managing multiple priorities and stakeholders in a fast-paced environment, including your approach to communication, organization, and attention to detail.
The search committee will review all application materials after the posted deadline. We will notify selected applicants to participate further in the selection process directly. References will be requested of final candidates. All applicants will be notified after the search is complete and a candidate has been selected.
Contact Information:
Tricia Droes
Human Resources Manager
1415 Engineering Dr
Madison, WI 53706
droes@wisc.edu
Institutional Statement on Diversity:
Diversity is a source of strength, creativity, and innovation for UW-Madison. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the university community. We commit ourselves to the pursuit of excellence in teaching, research, outreach, and diversity as inextricably linked goals.
The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background - people who as students, faculty, and staff serve Wisconsin and the world.
The University of Wisconsin-Madison is an Equal Opportunity Employer.
Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, national origin, age, pregnancy, disability, or status as a protected veteran and other bases as defined by federal regulations and UW System policies. We promote excellence by acknowledging skills and expertise from all backgrounds and encourage all qualified individuals to apply. For more information regarding applicant and employee rights and to view federal and state required postings, visit the Human Resources Workplace Poster website.
To request a disability or pregnancy-related accommodation for any step in the hiring process (e.g., application, interview, pre-employment testing, etc.), please contact the Divisional Disability Representative (DDR) in the division you are applying to. Please make your request as soon as possible to help the university respond most effectively to you.
Employment may require a criminal background check. It may also require your references to answer questions regarding misconduct, including sexual violence and sexual harassment.
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).
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