Administrative Assistant

Job Summary:

This position serves as the main point of contact for the Department of Communication Arts and will report to the Department Administrator. This position will mainly provide administrative support to the Chair and the Department Administrator to ensure smooth and efficient operations. This position will also provide support to faculty and other staff as time allows. An individual that will excel in this position will be friendly, extremely organized, able to switch tasks easily, able to look ahead and plan accordingly, all while providing consistent support to the Department Chair and Department Administrator throughout each day. This person will plan events and book travel as needed while staying within University policy. This will be a fast paced position with managing multiple tasks and priorities.

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.

• 20% Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• 10% Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums
• 20% 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
• 20% 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
• 5% Support the department regarding stewardship
• 10% Monitor general Department and Department Chair emails
• 5% Updating the departments knowledge base websites as needed

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
H.S. Diploma
Special preference will be giving to those who have experience in higher education.

Qualifications:

Required Qualifications:
- One year of administrative assistant experience
- Experience using Microsoft Office Suite and Adobe Acrobat
- Demonstrated ability to work as a team and independently with limited supervision
- Excellent interpersonal and written communication skills
- Ability to maintain confidentiality
- Evidence of being highly organized and detail oriented
- Proficiency in analyzing situations and making judgment calls as needed and knowing when to get the supervisor involved
- Ability to understand, appreciate and interact with people from different cultures and backgrounds

Work Schedule:

Remote days may change every semester.

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 $22.00 HOURLY
Depending on Qualifications
The typical starting salary for this position is $22.00 - $23.00 an hour depending on qualifications and experience. Employees in this position can expect to receive benefits such as generous vacation, holidays and paid time off; competitive insurance and saving accounts; and retirement benefits.

Additional Information:

Please note that successful applicants are responsible for ensuring their 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 need of employer sponsorship) on or before the effective date of appointment. University sponsorship is not available for this position.

How to Apply:

Please click on the "Apply Now" button to start the application process.

Applications must be submitted by 11:55 pm on the deadline date. To apply, please upload a cover letter and resume. Your cover letter and resume should address your qualifications as they pertain to this position.

Selected applicants will receive an invitation to participate in virtual interviews 7-10 business days following the application deadline. Those moving on to second round interviews will be invited to an in-person interview at UW-Madison. Once final applicants are identified, they will be asked to provide names and contact information for at least three professional references, including a current/most recent supervisor.

For questions on the position, contact: Lynn Malone, lynn.malone@wisc.edu 

Contact:

Lynn Malone
lynn.malone@wisc.edu
608-262-2544
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

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Official Title:

Administrative Assistant III(AD003)

Department(s):

A48-COL OF LETTERS & SCIENCE/COMMUN ARTS/COMM ART

Employment Class:

University Staff-Ongoing

Job Number:

310172-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.