Administrative Assistant

Job Summary:

Each university in the CIRTL Network develops, implements, and evaluates local CIRTL learning communities for future faculty on its campus. These learning communities all share the CIRTL core ideas, but each is unique in the ways they reflect the wide variety of campus cultures, missions, students, and circumstances.

Each university also contributes to a Cross-Network Learning Community of primarily online programs. These courses, workshops, institutes, and events allow the future faculty on every campus to draw on the rich diversity of the Network universities.

CIRTL is hiring an administrative and program assistant to support the project's ongoing efforts to improve education. This position will work within CIRTL Central, the administrative hub of the Network, where we manage the logistics of keeping such a unique collaboration alive. The work of this position includes a wide variety of daily tasks, and requires extensive written correspondence and online conferencing and collaboration with team members across our Network. The administrative and program assistant will work under general supervision and must be able to work both independently and as a team member, be able to anticipate the needs of the project, and be resourceful in solving problems as they arise. The position may require occasional (~2-3 times per year) evening hours or travel to support events. We are a small team that prioritizes creating a supportive work environment and offering opportunities for growth and learning, and consider ourselves advocates for our workers. For more information about CIRTL, our Network of institutions, and our programs, visit www.cirtl.net.

Responsibilities:

Provides administrative support for a department, group of professionals, or to the manager of a work group consisting of professional staff and subordinate supervisors in support of unit goals, under general supervision

• 20% Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• 10% Serves as a first point of contact for individuals and groups, provides basic organizational information via phone, in person and through other communication mediums, and routes more complex inquiries to the appropriate entities
• 15% Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums
• 15% Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision
• 20% Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
• 20% Facilitates and supports the development of interactive and engaging synchronous online experiences including learning communities, working groups, and learning experiences grounded in effective teaching and learning practices

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
Bachelor's Degree

Qualifications:

Required Qualifications:
-Ability to share information in a clear, concise, and organized manner in both verbal and written forms.
-Strong interpersonal skills, including the ability to develop and maintain effective working relationships with a diverse group of people
-Experience coordinating the activities of multiple individuals across an organization or between organizations
-Good time management skills, ability to track overlapping tasks on projects and respond to multiple communication inquiries across different platforms in a timely manner.
-Ability to set up spreadsheets or other organizing tools to create timelines, and track resources, people, and documents from multiple sources.
-Experience using MS Office, Google applications, and online video conferencing software such as Zoom or demonstrated ability to learn new tools or software.

Preferred Qualifications:
-At least 1 year of experience providing administrative support
-Experience in event planning and/or coordinating and supporting meetings
-Knowledge of any of the following specific tools or skillsets: 1) Adobe products (e.g., InDesign, Photoshop); 2) website editing (e.g., WordPress or Google Sites); 3) data analysis; 4) budget or financial tracking

Work Schedule:

The balance of face-to-face and remote work schedule for this position will be discussed at the time of hire.

Work Type:

Full Time: 100%

This position may require some work to be performed in-person, onsite, at a designated campus work location. Some work may be performed remotely, at an offsite, non-campus work location.

Appointment Type, Duration:

Ongoing/Renewable

Salary:

Minimum $20.00 HOURLY
Depending on 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 Information:

CIRTL is a network of 44 top-tier universities in the US and beyond collaborating to improve education (www.cirtl.net). CIRTL provides professional development in inclusive, evidence-based teaching for graduate students and postdocs, with the goal of creating future faculty who are both skilled researchers and excellent teachers.

Housed within the School of Education, the Wisconsin Center for Education Research (WCER), established in 1964, is one of the first, most productive, and largest university-based education research and development centers in the world. WCER's researchers and staff work to make teaching and learning as effective as possible for all ages and all people.

WCER's mission is to improve educational outcomes for diverse student populations, impact education practice positively and foster collaborations among academic disciplines and practitioners. To this end, our center helps scholars and practitioners develop, submit, conduct, and share grant-funded education research.

At WCER, all employees share five fundamental organization values to guide the purpose and quality of our work and interactions within ourselves and our outside stakeholders. The values that the work and people of WCER strive to uphold are:

- Innovation and Excellence. Continuous improvement is a driver for excellence. We innovate and improve in our work to advance education through leading research and development.

- Equitable Education. Equitable education is essential to a healthy society. We aim to reverse imbalances and injustices in education through our work.

- Affirming and Increasing Diversity. Individual differences and group diversity inspire creative and equitable outcomes. We actively affirm and seek to increase such diversity in our center.

- Healthy Workplace. The well-being of our workplace enhances success for all. We commit to a workplace based on mutual respect and transparency.

- Partnering Across Differences. Diverse backgrounds and expertise improve the quality of our work. We collaborate across disciplines, methodologies, organizations, and communities to strengthen our research and development outcomes.

If you need to request an accommodation because of a disability during the recruitment process, please email education-HR.DDR@education.wisc.edu and one of our Division Disability Representatives will contact you. More information can also be found at https://employeedisabilities.wisc.edu/disability-accommodation-information-for-applicants/. 

How to Apply:

Please click on the "Apply Now" button to start the application process. As part of the application process, you will be required to submit:
- A cover letter addressed to Shannon Patton describing how your experience and qualifications meet the requirements of this position
- A current resume
- A list with the contact information of at least three professional references

A successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment.

Contact:

Becky Ohan
bsohan@wisc.edu
608-262-5158
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

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Official Title:

Administrative Assistant II(AD002)

Department(s):

A17-SCHOOL OF EDUCATION/WCER

Employment Class:

University Staff-Ongoing

Job Number:

307722-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.