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Job Category:
University Staff
Employment Type:
Regular
Job Profile:
Administrative Assistant II
Job Summary:
The Education Support Services (ESS) Team is recruiting a Program Associate to provide daily administrative support to the educational programs and services produced by Interdisciplinary Professional Programs (InterPro). Program Associates work with their team, Practice/Program Directors and other cross-functional work groups to plan, deliver and support professional development programming. Primary responsibilities include: ensure logistics and material needs for programs are met, work to resolve issues, maintain work unit templates, and assist with internal process documentation. A high degree of adaptability and strong communication skills are essential for success in this role.
Key Job Responsibilities:
- Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums
- Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision
- Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
- Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
- 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
Department:
College of Engineering, Interdisciplinary Professional Programs (InterPro), Education Support Services (ESS)
Compensation:
The starting hourly rate for the position is $22.00 (but is negotiable based on experience and qualifications).
Required Qualifications:
Experience providing administrative assistance in an office setting
Proficient in Microsoft Office Suite (Word, Excel, Outlook) or Google Workspace
History providing customer service via email and phone
Experience coordinating tasks/services with one or more collaborative partner
Preferred Qualifications:
Tech savvy with the ability to work in and learn a variety of computer programs including cloud-based file management systems, project management tools, event and student information systems, and learning management systems
Experience working with detailed and confidential information
Prior role providing administrative support in an academic setting or to adult learners
Experience assisting with internal process documentation (such as UW KnowledgeBase)
Comfortable providing in-person support at events
Experience working with a Customer Relationship Management (CRM) platform such as Salesforce and/or Blackthorn
Education:
H.S. Diploma or equivalent preferred
How to Apply:
Click the "Apply" button on the jobs.wisc.edu website to start the application process. You will be prompted to upload the following documents:
-Resume
-Letter of Qualifications
Important: The application only has one attachment field. Upload your documents as a single combined file, PDF preferred.
Applicants resume and letter of qualifications should detail their training and experience relating to the required and preferred qualifications referenced above.
References will be requested of the final candidate(s).
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:
Molly Olds, molly.olds@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.