Administrative Assistant III

Current Employees: If you are currently employed at any of the Universities of Wisconsin, log in to Workday to apply through the internal application process.

Job Category:

Employment Type:

Job Profile:

Job Summary:

The Administrative Assistant III (AAIII) serves as a high-level tactical co-pilot to the Executive Assistant II (EAII) within the Dean’s Office, providing essential operational support to the school’s senior leadership. This role is primarily responsible for supporting the Dean’s Office complex executive calendars and managing multi-leg travel logistics and financial reconciliation for the Dean, Chief of Staff, and other leadership. As the "front-of-house" lead for the Dean’s Office suite, the AAIII ensures a pristine professional interface for all stakeholders, managing centralized service accounts and in-person inquiries. By assisting with the digital workflows, auditing vendor contracts, and overseeing the technical readiness of executive meeting spaces, the AAIII ensures fiscal compliance and smooth day-to-day operations in the Dean’s Office. This position is a key contributor to maintaining the Dean’s operational tempo and protecting leadership bandwidth in support of the school’s tripartite mission.

• This position requires work to be completed onsite, at a designated campus work location.

• The work schedule is flexible and will be determined at the time of hire.

Key Job Responsibilities:

• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations

• 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

• 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

Department:

School of Medicine and Public Health, Dean's Office

Compensation:

• The starting hourly wage for the position is $28.40 per hour; but is negotiable based on experience and 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. For more information, refer to the campus benefits webpage. SMPH University Staff Benefits Flyer 2026

Required Qualifications:

• Minimum 2 years of administrative support, or relevant experience;

• Demonstrated experience performing complex financial auditing and expense reconciliation while ensuring strict adherence to institutional policies and audit requirements;

• Proven ability to coordinate high-level, multi-leg travel logistics and lodging for executive leadership, including the management of real-time itinerary changes;

• Experience overseeing procurement workflows, including supply inventory auditing, material ordering, and the administrative handling of third-party vendor contracts;

• Experience working in a dynamic, fast-moving office environment where priorities shift daily or hourly.

Education:

H.S. Diploma Preferred

How to Apply:

For the best experience completing your application, we recommend using Chrome or Firefox as your web browser.

To apply for this position, select either “I am a current employee” or “I am not a current employee” under Apply Now. You will then be prompted to upload your application materials.

Important: The application has only one attachment field. Upload all required documents in that field, either as a single combined file or as multiple files in the same upload area.

Upload required documents:
 • Cover letter
 • Resume
 

Your cover letter should address how your training and experience align with the required qualifications listed above. Application reviewers will rely on these written materials to determine which applicants move forward in the process. References will be requested from final candidates. All applicants will be notified once the search concludes and a candidate is selected

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. 

Contact Information:

Kim McFarlane, kmmcfarlane@wisc.edu 

Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

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). 
 
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.