Administrative Operations Coordinator

Job Summary:

The Department of Gender and Women's Studies (GWS) is hiring an Administrative Operations Coordinator! An integral member of the GWS Operations Team, this position supports the day-to-day operations at GWS by directly assisting students, staff, and faculty through organizational support and process implementation.

Under general supervision of the Department Administrator, the Administrative Operations Coordinator is responsible for three major functions at GWS (administrative assistance to the Department Chair, operational project management support to the Department Administrator, and maintaining process documentation through the GWS KnowledgeBase) and requires considerable independent initiative and judgement. Applicants with experience in administrative support, project management, and oral and written communication are encouraged to apply. The ideal candidate will take initiative towards supporting departmental goals, priorities, and logistical planning. This employee will also act in a consultative role as a member of the GWS Operations Team and the GWS Knowledge Management Team. This position works closely with the Department Administrator and the Chair of the Department to support the mission of GWS.

GWS is committed to examining the structures of inequality and the movements for social change, especially attuned to the intersections of gender with other dimensions of difference and inequality such as race, class, sexuality, religion, disability, and national origin. Our department seeks candidates with an awareness of and commitment to principles of social justice and anti-racism. Learn more about us at gws.wisc.edu.

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.

• 35% 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
• 25% Prepares and audits complex records, edits documents, and reviews work done by others
• 15% Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures
• 15% 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:

Preferred
Bachelor's Degree

Qualifications:

Required:
1. A minimum of one year of experience providing administrative support to leadership such as virtual meeting management including scheduling, preparation of comprehensive agendas, documentation of meeting minutes, tracking of action items, and/or preparing, composing, editing and formatting correspondence ranging from routine to complex matters.
2. Experience proactively managing the full life-cycle of work requests and/or task timelines.
3. Interpersonal communication skills in a customer/client service facing role.

Preferred:
1. Evidence of strong time management and customer service skills to proactively problem solve and troubleshoot matters both independently and collaboratively as a team member.
2. Experience supporting operationalizing new strategies and/or processes
3. Proficiency with Microsoft productivity software such as Excel, Word, and Outlook.

Work Schedule:

GWS offers a flexible work schedule within standard business hours of 8am - 5 pm M - F and the schedule for this position will be determined upon hire. Occasional remote work may be authorized.

Work Type:

Part Time: 80%

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 $21.41 HOURLY
Depending on Qualifications
The typical starting salary for this position is $21.41 - $30.63 depending on qualifications and experience. Employees in this position can expect to receive benefits such as generous vacation, holidays and paid time off; competitive insurances 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 (of no more than two pages) and resume (of no more than two pages). Your cover letter and resume should address how your skills, knowledge, and abilities are transferable to the qualifications of this role. Additional materials submitted other than your cover letter and resume will not be considered.

Selected applicants will receive an invitation to participate in virtual interviews 10 - 14 business days following the application deadline. Those moving on to second round interviews will be invited to an in-person or virtual 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.

If you're excited about this role but your past experience doesn't align perfectly with the preferred qualifications listed above, GWS still encourages you to apply. For questions on the position, contact: Jamie Gratrix via email at gratrix@wisc.edu 

Contact:

Jamie Gratrix
jamie.gratrix@wisc.edu
608-263-4704
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/GENDER & WOMEN'S STUDIES

Employment Class:

University Staff-Ongoing

Job Number:

307679-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.