OAA Administrative Assistant

Job Summary:

This position provides administrative and paraprofessional support to the Office of Academic Affairs and as needed to professional staff in the office, including the School's Doctor of Veterinary Medicine (DVM) admissions process. Position responsibilities require excellent administrative, organization, interpersonal, and computer skills. The person in this position must present a positive and respectful attitude in all personal, telephone, and email interactions and communicate effectively with faculty, staff, students, and the public utilizing discretion and confidentiality when handling sensitive information. The person in this position must also demonstration a commitment to facilitating a welcoming environment, willingness to continue understanding of diversity, equity, and inclusion within higher education. Position requires the ability to multitask, prioritize, exercise initiative, self-motivation, independent judgment, critical thinking regarding complex tasks or problems, and act in a fast-paced environment. Work is under the general overall supervision of the Associate Dean for Student Academic Affairs, with additional direct reporting to the Director of Admissions and the Student Services Coordinator.

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.

• 30% Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• 40% 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

Tasks:

• Communicate with internal and external audiences daily
• Update database files.
• Arrange meetings for faculty, academic staff, and students as needed or directed. Anticipate, gather, analyze, prepare, and distribute agendas and other information, handouts, and packets necessary for meetings.
• Coordinate SVM Ambassador Student program. Working with Associate Dean for Student Academic Affairs and/or Director of Admissions to coordinate Ambassadors/tour guides for various educational and outreach programs.
• Coordinate peer tutoring program, matching students' academic needs with student tutor interests and strengths in various subject areas.
• Execute office event catering needs. Provide support to special functions and activities sponsored by OAA.
• Create, revise, and merge documents (word processing, excel, other software) as directed.
• Maintain filing systems.
• Active management and processing of voicemail and email inbox.
• Order office parking permits.
• Photocopy and scan documents and materials and distribute accordingly.
• Prepare files for transfer to UW-Madison archives for record storage and/or destruction in accordance with the state and federal requirements.
• Prepare materials to be shipped via mail.
• Sort materials, stuff envelopes, label files and envelopes, collate materials.

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

Preferred
Bachelor's Degree

Qualifications:

Minimum of one year of experience working in a higher education academic setting in student services preferred. Experience with student record system. Administrative experience with completing tasks and problem solving both independently and collaboratively. Demonstrated oral and written communication skills with multiple audiences including students, faculty, and administration. Experience organizing multiple responsibilities and priorities in a fast-paced work environment.

Work Schedule:

General Schedule:7:45am-4:30pm Mon-Fri

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 $21.41 HOURLY
Depending on Qualifications

Additional Information:

For more information about the UW-Madison, School of Veterinary Medicine please visit https://www.vetmed.wisc.edu/ 

How to Apply:

Please upload a cover letter, current resume, and a document listing the contact information for three professional reference. References will only be contacted if you are a finalist. For questions, please contact Nancy Parkinson, nancy.parkinson@wisc.edu 

Contact:

Nancy Parkinson
nancy.parkinson@wisc.edu
608-263-1158
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

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Official Title:

Administrative Assistant III(AD003)

Department(s):

A87-SCHOOL OF VET MEDICINE/ADMIN-ACADEMIC AFFAIRS

Employment Class:

University Staff-Ongoing

Job Number:

309356-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.