Administrative Assistant

Job Summary:

The Administrative Assistant II in the Dean's Office serves as the initial contact for visitors and telephone callers at the front desk of the administrative floor of the Health Sciences Learning Center. This position provides administrative and event support for the Dean's Office in the School of Medicine and Public Health. This is a unique opportunity to contribute to both administration and events in service to the goals of the School.

In support of the day-to-day operations of the floor, the successful candidate will maintain an inventory of supplies, facilitate fiscal transactions for the Dean's Office and the Signature Events Team, and provide backup support to the Executive Assistant to the Dean. As the first person greeting guests, your top-notch customer service skills will be used daily, and your ability to flex between ongoing tasks at the desk and supporting visitors to the Dean's Office will be critical.

This position will also support the Signature Events Team with coordinating event logistics such as booking venues, arranging catering, and communicating with attendees. Your day to day might consist of scheduling for the Director of Signature Events and the meetings needed to execute Signature Events, while supporting visitors with HR questions, and arranging catering for a meeting of executives.

Your work throughout the year will ebb and flow; occasionally there will be times when event support will take precedent and nametags, signage, catering and staffing registration may be the priority. At other times of the year, you might focus on data management for projects in the Dean's Office or preparing our conference rooms for VIP guests.

This role requires professionalism, independent judgment, attention to detail, and an ability to meet deadlines. You should thrive on being part of a team, have a dedication to process improvement and possess a commitment to personal and professional development.

You're open, creative, know how to give and receive feedback, and have grace under pressure. We value our support staff and provide opportunities for professional development through training, mentoring, and participation in university networking and professional development events.

The University of Wisconsin School of Medicine and Public Health (SMPH) is recognized as an international, national, and statewide leader in education, research, and service.

Responsibilities:

Provides administrative support for a department, group of professionals, or to the manager of a work group consisting of professional staff and subordinate supervisors in support of unit goals, under general supervision

• 10% Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• 40% 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
• 10% Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums
• 10% Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision
• 10% Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
• 20% Provides administrative, calendar, and customer service support for Signature Events

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:

Minimum Required Years and Type of Relevant Work Experience:

1.Minimum of one year of administrative / office support experience.

Preferred Skills, Experience, Qualifications:

1.Experience maintaining calendars and scheduling meetings.

2.Customer service experience.

3.Experience managing multiple, concurrent projects, while still meeting deadlines and maintaining attention to detail.

4.Experience planning meetings and / or events, e.g. scheduling rooms, reserving A/V equipment, ordering catering.

Knowledge, Skills, Abilities:

1.Strong attention to detail.

2.Excellent communication skills.

3.Quick learner and adept problem-solver.

Work Schedule:

The regular work schedule will be Monday to Friday between the hours of 8:00am and 5:00pm (exact schedule to be set at the time of hire). Occasional early-morning or late-evening hours may be required.

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 $22.00 HOURLY

Depending on Qualifications

Employees in this position can expect to receive benefits such as generous vacation, holidays, and sick leave; competitive insurances and savings accounts; retirement benefits. Benefits information can be found at (https://hr.wisc.edu/benefits/).

SMPH University Staff Benefits flyer: (https://uwmadison.box.com/s/656no0fcpy2tjg86s4v0chtxx25s3vsm)

Additional Information:

University sponsorship is not available for this position, including transfers of sponsorship. 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. UW-Madison is not an E-Verify employer, and therefore, is not eligible to employ F1-OPT STEM Extension participants. If you are selected for this position you must provide proof of work authorization and eligibility to work.

How to Apply:

To apply for this position, please click on the "Apply Now" button. You will be asked to upload a current resume/CV and a cover letter briefly describing your qualifications and experience.

Contact:

Kim Mcfarlane

kmmcfarlane@wisc.edu

608-263-1130

Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

Official Title:

Administrative Assistant II(AD002)

Department(s):

A53-MEDICAL SCHOOL/ADMIN/DEANS OFFICE

Employment Class:

University Staff-Ongoing

Job Number:

299468-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.