Administrative Assistant Job at University of Wisconsin-Madison in Madison

Job Summary:
Working in a dynamic and complex environment, the Administrative Assistant serves as the first and primary contact for most individuals calling or visiting the Office of the Chancellor. This position will often provide the first impression of the university, and will interact with potential students, current students, parents, public officials, donors, and those involved in a wide range of political and social issues. All communications and interactions must be managed in a professional, courteous, and diplomatic manner. By the very nature and location of this position, confidentiality is essential. This position requires independent judgment and decision-making capacity related to access management and emergent issues management. Remaining informed of campus events and current events that impact the campus population is essential as this impacts inbound communications managed by this position. The Administrative Assistant will also support some needs related to the Chancellor and Office of the Chancellor Staff, to include but not limited to, meeting material preparation, meeting logistics support, and special events (i.e. holiday card preparation, tailgate support, etc.). The Administrative Assistant is part of a dedicated team that works collaboratively and collegially in support of the Chancellor's Office and the University of Wisconsin-Madison.
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.

• 10% Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• 45% Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums
• 5% 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
• 10% Provides general management of Office of the Chancellor's contact databases, including the invitation and registration process for large university events such as tailgates and leadership events
• 10% Provides staff support to the Office of the Chancellor, serving as office manager and interfacing with other campus units to ensure office services are maintained and supplies are available

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
Qualifications:
REQUIRED:
- Skilled in the effective use of Microsoft Office software
- Knowledge of various collaborative online platforms, such as Google Suite, MS Teams, and UW Box
- Experience with face-to-face and online meeting and event planning
- Experience with data entry, management, and tracking
- Excellent verbal and written communication skills to effectively engage with multiple constituencies both internal and external to campus.
- Excellent attention to detail
- Ability to work independently and collaboratively within teams
- Highly self-motivated and proactive in problem resolution and in in-person and phone de-escalation as needed
- Strong prioritization of tasks and time management to meet competing deadlines

PREFERRED:
- Knowledge of UW-Madison, Universities of Wisconsin, State of Wisconsin, local government and other external/community audiences
- Prior experience with purchasing and procurement cards
- Customer service/hospitality skills
Work Schedule:
Standard business hours are Monday-Friday, 7:45am-4:30pm
Work Type:
Full Time: 100%

This is an on-site position. Work is performed in person at Bascom Hall on the UW-Madison campus.

Appointment Type, Duration:
Ongoing/Renewable
Salary:
Minimum $26.50 HOURLY
Depending on Qualifications
This position offers a comprehensive benefits package, including generous paid time off, competitively priced insurance plans, tax-advantaged savings accounts, and participation in the nationally recognized Wisconsin Retirement System (WRS) pension fund. Learn more at https://hr.wisc.edu/benefits/.
Additional Information:
The successful candidate will be responsible for ensuring eligibility for employment in the United States on or before the first day of employment. University sponsorship of an employment visa is not available for this position.
How to Apply:
Click the 'Apply Now' button above to begin. After creating a UW Jobs profile, you will be asked to upload a cover letter and resume. Your application materials should demonstrate how your knowledge, skills, and experience align with the qualifications listed in the job posting.
Contact:
Kory Breuer
kory.breuer@wisc.edu
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.
Official Title:
Administrative Assistant III(AD003)
Department(s):
A01-GENL EDUCATIONAL ADMIN/UNIVERSITY ADMINISTRATION/CHAN OFC
Employment Class:
University Staff-Ongoing
Job Number:
309406-CP