Executive Assistant I

1 week ago

Madison, Wisconsin, United States University of Wisconsin Madison Full time

Job Summary:


This position provides a wide variety of administrative, clerical, and advanced program support services for the Office of Research Services in the College of Engineering at UW-Madison specifically for the Assistant Dean for Research Administration, Associate Dean for Research and other Research Services team members as needed.

The position communicates extensively with numerous high- level professionals including the Provost's, Vice Chancellors', and other Deans' offices, as well as with departmental chairs, faculty, and staff within the UW-Madison and organizations outside of the university community, including state and federal agencies.

The position also provides a full range of administrative support for the Office of Research Services daily activities and serves as a close communications link to academic Associate Deans and administrative Associate Deans.

Work is accomplished with a high degree of independent judgment. This is a position for someone who enjoys broad-ranging tasks and responsibilities in a dynamic unit.

The position requires excellent administrative, organizational, oral and written communication, computer, and interpersonal skills.

The incumbent is expected to utilize a considerable amount of independent initiative and judgment, exercising a high level of administrative problem solving, analytic ability, and confidentiality.

It is critical that the incumbent establishes and maintains effective working relationships with College and campus leaders, staff, faculty, and various visitors and always uses discretion and in carrying out their duties.

The incumbent is expected to independently develop and maintain activities and procedures to meet the demands of the position.

The position serves as one of the initial contacts for the Office of Research Services and such duties must be performed with the utmost professionalism while exercising appropriate judgment.

This position is privy to confidential records and conversation and duties performed are of sensitive and confidential nature.

Responsibilities:
Provides administrative support to leadership in a college or division of the institution in support of unit goals. Utilizes discretion and operates with minimal supervision.

  • 25% Schedules logistics for meetings, conferences, and travel and organizes schedules for a college or division leadership position
  • 10% Compiles, screens, and evaluates correspondence and reports and recommends actions
  • 25% Develops and facilitates communications of varying complexity between various internal and external stakeholders
  • 20% Manages the organization, auditing, security, and confidentiality of records and files
  • 10% Monitors budgets and reviews and approves expenditures
  • 10% Oversees the Research Services Intake Form (Smart Sheets) & Database

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

Associate's Degree

Qualifications:

Required:
One year of experience in an administrative support role in complex organization.

Experience in Microsoft Office Suite or Google Suite.

Experience with virtual meeting software (e.g., Microsoft Teams or Zoom).

Preferred:
Three years of experience in an administrative support role in complex organization.

Excellent oral and written communication skills.


Excellent organizational skills and attention to detail with a demonstrated ability to simultaneously execute multiple tasks while responding to multiple demands.

Demonstrated track record of working collaboratively with multiple groups/stakeholders.

Demonstrated ability to work independently to solve problems.

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 $52,000 ANNUAL (12 months)

Depending on Qualifications


Employees in this position can expect to receive benefits such as generous vacation, holidays, and paid time off; competitive insurances and savings accounts; retirement benefits.

Benefits information can be found at )

How to Apply:
Please click on the "Apply Now" button to start the application process.

Applicants will be asked to upload a resume and cover letter outlining relevant qualifications and experience as it pertains to the required and preferred qualifications outlined in this job posting.


Contact:
Tamara Kuhn Martin

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

Official Title:
Executive Assistant I(AD010)

Department(s):
A19-COLLEGE OF ENGINEERING/RESEARCH ADMIN

Employment Class:
Academic Staff-Renewable

Job Number:
298319-AS

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.

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:

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


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.

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