Administrative Assistant Director, Dean's Office

Job Summary:

The inaugural Administrative Assistant Director in the SMPH Dean's Office will be a valued partner to the Dean and Chief of Staff and liaison on behalf of the Dean's Office. The Administrative Assistant Director will be responsible for the day-to-day administration of the Dean's Office; serve as a primary point-of-contact for the dean; develop and oversee recommended processes and standard operating procedures for the office; and supervise office staff (3.0 FTE: EAII, EAI, AAIII.) The Administrative Assistant Director will conduct research, oversee projects and programs, and lead change-management initiatives in partnership with the Chief of Staff.

Responsibilities:

Assists with the planning and direction for the administrative operations of a division or business unit(s) of the institution to advance program goals and objectives.

• 10% Engages in strategic planning and policies to ensure the strategic direction supports the needs of stakeholders
• 20% Evaluates, designs, and implements operations to align with the strategic direction
• 20% Helps develop processes and procedures to improve the unit
• 15% Exercises supervisory authority, including hiring, transferring, suspending, promoting, managing conduct and performance, discharging, assigning, rewarding, disciplining, and/or approving hours worked of at least 2.0 full-time equivalent (FTE) employees
• 15% Ensures that related policies, procedures, and standards are maintained
• 20% Oversee the day-to-day administration of the Dean's Office

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.

For more information on diversity and inclusion on campus, please visit: Diversity and Inclusion

Education:

Preferred
Bachelor's Degree

Qualifications:

Minimum Required Years and Type of Relevant Work Experience:
- 5 years progressively responsible relevant work experience;
- Experience working in a dynamic, fast-moving office environment;
- Experience managing complex calendars, ideally as an Executive Assistant to an executive;
- Process improvement and/or project management experience;
- Supervisory experience

Preferred Skills, Experience, Qualifications:
- Experience providing executive support in an academic institution, health system, or health-adjacent organization;
- Experience at UW-Madison or UW Health;
- Experience in team building, administrative team oversight, and/or operations improvement

Knowledge, Skills, and Abilities:
- Outstanding people management skills;
- Ability to handle sensitive issues and maintain confidentiality at all times;
- Proficiency with Microsoft Office Suite;
- Comfort managing change and adapting to the leader's priorities; unflappable;
- Excellent organizational skills; ability to prioritize and manage multiple projects within a large office with many disruptions;
- Clear, direct communicator with excellent oral and written communication skills. High emotional intelligence; unimpeachable judgment and use of tact, courtesy, discretion.

Work Type:

Full Time: 100%

It is anticipated this position requires work be performed in-person, onsite, at a designated campus work location.

Appointment Type, Duration:

Ongoing/Renewable

Salary:

Minimum $95,000 ANNUAL (12 months)
Depending on Qualifications
Employees in this position can expect to receive benefits such as generous vacation, holidays, and sick leave; competitive insurances and savings accounts; retirement benefits. Benefits information can be found at (https://hr.wisc.edu/benefits/).

SMPH Academic Staff Benefits flyer: (https://uwmadison.box.com/s/r50myohfvfd15bqltljn0g4laubuz7t0)

Additional Information:

University sponsorship is not available for this position, including transfers of sponsorship and TN visas. The selected applicant will be responsible for ensuring their continuous eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without the need of an employer sponsorship) on or before the effective date of appointment. This position is an ongoing position that will require continuous work eligibility. If you are selected for this position you must provide proof of work authorization and eligibility to work.

How to Apply:

To apply for this position, please click on the "Apply Now" button. You will be asked to upload a current resume/CV and a cover letter briefly describing your qualifications and experience.

Contact:

Kim Mcfarlane
kmmcfarlane@wisc.edu
608-263-1130
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

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Official Title:

Admin Asst Dir(AD037)

Department(s):

A53-MEDICAL SCHOOL/ADMIN/DEANS OFFICE

Employment Class:

Academic Staff-Renewable

Job Number:

316666-AS

 

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, click here

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 Division 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 you and your references to answer questions regarding 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).

The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. UW-Madison will provide a paper copy upon request; please contact the University of Wisconsin Police Department.