Administrative Assistant Iii

2 weeks ago

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

Job Summary:


The Department of Medical Physics is seeking an Administrative Assistant III to primarily support the Department Chair and provide occasional support to the Department Administrator.

This position will support a welcoming environment, manage administrative support activities including coordinating travel for the Chair, responding to student and faculty requests, scheduling and calendar management, creating and handling confidential information on a routine basis including faculty promotion packets.

The Chair's assistant is part of a thriving department administration team.

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.


  • 15% Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
  • 10% Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums
  • 15% Prepares and audits complex records, edits documents, and reviews work done by others
  • 30% Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures
  • 15% 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% Manages faculty development and promotion activities
  • 5% Maintains inventory control of equipment purchases

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.


Education:

Preferred
H.S. Diploma

Qualifications:

Required:

  • Minimum one year administrative or related experience

Preferred:

  • Experience providing administrative support at an executive level
  • Experience managing calendars and scheduling complex meetings
  • Experience with travel arrangements and travel reimbursements
  • Experience using virtual conferencing tools (WebEx, Zoom, Microsoft Teams, etc.)
  • Proficiency with software programs including Excel, Word, Outlook, and Adobe products
  • Experience working in higher education environment

Skills & Abilities:

  • Ability to work independently under general supervision, prioritize duties and demonstrate effective time management
  • Ability to manage multiple priorities with discretion and confidentiality in a fastpaced environment
  • Strong interpersonal skills, including the ability to work with diverse populations
  • Strong teamwork and collaboration skills
  • Exceptional customer service skills
  • Strong attention to detail
  • Excellent written and oral communication skills

Work Schedule:

Standard hours are 8:00 a.m. - 4:30 p.m. Monday through Friday, with some flexibility.

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 $24.00 HOURLY
Depending on Qualifications

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 STEM OPT Extension participants. If you are selected for this position you must provide proof of work authorization and eligibility to work.

How to Apply:

Contact:

Gabriella Fisk

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

Official Title:

Administrative Assistant III(AD003)

Department(s):

A53-MEDICAL SCHOOL/MED PHYSICS/MED PHYSIC

Employment Class:

University Staff-Ongoing

Job Number:

300954-CP

The University of Wisconsin-Madison is an Equal Opportunity and Affirmative Action Employer
:

Qualified applicants will recei

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