Administrative Assistant III

Job Summary:

This position serves as the main point of contact for the Office of the Dean and Director in the College of Agricultural and Life Sciences (CALS) and provides administrative support to the office, to ensure smooth and efficient operations.

This position is a critical part of the office's administrative team. This position is responsible for being the main point of contact for the office, receiving and responding to guests and inquiries. This position coordinates several daily operations of the office, including purchasing materials and supplies, learning and implementing office equipment and system changes, updating critical contact lists, managing supply budgets and expenditures, and maintaining both online and physical information and records. In addition, this position will help to provide administrative support to college-level processes and duties.

This role is rooted in customer service, from liaising with administrative professionals across UW units, to supporting team members, to assisting the public. Individuals who excel in the role are friendly, reliable, and have an exceptional ability to express themselves through verbal and written communication. A successful candidate will also thrive in a fast-paced office environment, managing multiple tasks and priorities. Ideally, this individual will be able to use their strong attention to detail, and familiarity with a wide array of office tools, to approach administrative tasks with a solutions-oriented mindset.

Candidates must have the ability to work in and contribute to an environment that is welcoming and inclusive of a diversity of people, perspectives, and lived experiences.

The College of Agricultural and Life Sciences (CALS) is committed to maintaining and growing a culture that embraces diversity, inclusion, and equity, believing that these values are foundational elements of our excellence and fundamental components of a positive and enriching learning and working environment for all students, faculty, and staff. At CALS, we acknowledge that bias, prejudice, racism, and hate have historically occurred in many forms that cause significant and lasting harm to members of our community. We commit to taking actions each day toward a college that is inclusive and welcoming to all. 

Responsibilities:

Provides general administrative support, while exercising discretion, to the administrator of a department or division of the institution or to the administrator of multiple institution programs, services, and activities.

• 45% Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• 25% Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums
• 10% Prepares and audits complex records, edits documents, and reviews work done by others
• 10% Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures
• 10% 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

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:

Required
H.S. Diploma

Qualifications:

Required Qualifications:
-Providing customer service to internal and external customers and stakeholders (e.g., responding to inquiries, providing administrative and/or technical support, ensuring follow-up and follow-through, etc. and describe the attributes you apply in delivering support)
-Computer skills - email, word processing, spreadsheets, databases, virtual platforms (Teams, Zoom, WebEx), Google Suite (sheets, docs)
-Organizational and time-management skills that include: multi-tasking, prioritizing, and meeting deadlines while paying attention to accuracy and details. Include the methods you apply and/or the approach you take.
-Taking initiative to identify and solve problems independently and/or collaboratively (your approach to addressing problems/decision making and the activities you perform e.g. analysis; research; creativity; decision making; team-building; active-listening)

Preferred Qualifications
-Event planning (e.g., budget; agenda; develop content; prepare materials)
-Calendar management (planning, organizing, and coordinating the schedules of others)
-Managing travel arrangements

Work Schedule:

Normal hours are 8:00am - 4:30pm, Monday through Friday. Occasional nights and weekends may be required for this position.

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 $21.50 HOURLY
Depending on Qualifications
The anticipated salary range for this position is $21.50 - $24.50/hour. However, final salary will depend on experience and qualifications. Employees in this position can expect to receive benefits such as generous vacation, holidays, and paid time off; competitive insurances and savings accounts; retirement benefits. Additional benefits information can be found at: https://www.wisconsin.edu/ohrwd/benefits/download/univstaff.pdf. 

Additional Information:

-Criminal Background Check may be required.
-A 6-month Probationary Period may be required.
-The successful applicant will be responsible for ensuring eligibility for employment in the United States by the start of the appointment. University sponsorship is not available for this position.

How to Apply:

Click on the "Apply Online" button to start the application process. You will be prompted to upload the following documents/Application Materials:

Resume (required) - Detail your educational and professional background
Cover letter (required) - Refer to your related work experience

It's important that your cover letter and resume reflect your experience for this position related to the Qualifications section. Your application materials will be used during our evaluation to determine your qualifications as they relate to the job. The most qualified applicants will be invited to participate in the next step of the selection process.

Please note that your resume and cover letter will be used to evaluate your written communication skills. Materials will be evaluated for the following: grammar, spelling, punctuation, organization, and clarity.

Contact:

Jen Herbert
jen.herbert@wisc.edu
608-265-4204
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

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Official Title:

Administrative Assistant III(AD003)

Department(s):

A07-COL OF AG & LIFE SCIENCES/ADMIN/DEAN & DIR

Employment Class:

University Staff-Ongoing

Job Number:

301920-CP

 

The University of Wisconsin-Madison is an Equal Opportunity and Affirmative Action Employer.

Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, gender identity, 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 through diversity 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

If you need to request an accommodation because of a disability, you can find information about how to make a request at the following website: https://employeedisabilities.wisc.edu/disability-accommodation-information-for-applicants/

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.