Administrative Assistant

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Job category:

University Staff

Employment type:

Regular

Job profile:

Administrative Assistant II

Job summary:

Are you a proactive and detail-oriented professional who enjoys supporting academic excellence behind the scenes? The School of Nursing is seeking a Faculty Affairs Administrative Assistant to join our collaborative administrative services team. This role plays a vital part in supporting faculty, staff, and leadership in advancing the School's academic, research, and service missions.

In this dynamic position, you will:

• Provide high-level administrative support to program leadership, contributing to strategic initiatives and day-to-day operations.
• Deliver professional and responsive customer service to faculty, staff, and committee members.
• Assist with faculty calendaring, travel coordination, and general administrative needs.
• Support faculty data management, ensuring accurate and timely documentation.
• Offer administrative support for events and meetings, with limited involvement in event implementation.
• Organize and track multiple ongoing projects, helping ensure deadlines are met and priorities are aligned.
• Provide administrative support to committees and high-level support to program leadership

This is a great opportunity for someone who enjoys working in a fast-paced academic environment and values being part of a team that supports impactful work in nursing education and research.

This position is full-time, 100%. It is anticipated this position requires work be performed in-person, onsite, at a designated campus work location. A remote work schedule may be considered for summer (consistent 1 day per week), and workplace flexibility for occasional remote work requests during the academic year (mid-August to mid-May) based on operational needs and supervisor approval.

Key job responsibilities:

• 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%)

• Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures (5%)

• Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums (10%)

• Provides back-up support to other members of the administrative services support team (5%)

• Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision (20%)

• Assists with faculty data management and training on faculty database and other programs as necessary (10%)

Department:

School of Nursing, Faculty Affairs, Administrative Support

For 100 years, the University of Wisconsin–Madison's School of Nursing has been committed to enhancing healthcare through teaching and research. With a mission to develop nurse leaders, innovators, and advocates for the profession and society through research, education, practice, policy, and outreach; we aim to make discoveries, enhance systems, and advance health and health equity for Wisconsin and beyond.

As part of the UW-Madison Health Care Component (HCC) and your work at the School of Nursing, you may have access to PHI (personal health information). All School faculty, staff, students, volunteers, and unpaid affiliates are required to complete HIPAA training as part of their orientation.

Compensation:

The minimum starting salary for this position is $21 per hour. Actual salary will be negotiated based on experience and qualifications.

This position offers a comprehensive benefits package, including generous paid time off, competitively priced health/dental/vision/life insurance, tax-advantaged savings accounts, and participation in the nationally recognized Wisconsin Retirement System (WRS) pension fund. For a summary of benefits, please see

Required qualifications:

Candidates must demonstrate the following knowledge, skills, and abilities to be successful from day one:

• Proficiency in Microsoft Office Suite and other commonly used digital tools; ability to quickly learn new software and systems.
• Strong initiative and sound judgment, with the ability to solve problems independently and collaboratively.
• Exceptional organizational, communication, and interpersonal skills, with attention to detail and the ability to manage multiple priorities effectively.
• Commitment to providing excellent service and fostering an inclusive, respectful, and equitable environment for all.
• Professional and welcoming demeanor, with the ability to engage effectively with faculty, staff, students, community members, and prospective employees.
• Ability to work independently while contributing to a team-oriented culture, embracing collaboration and shared success.

Preferred qualifications:

While not required, the following experiences and skills are highly valued and will enhance a candidate's ability to succeed in this role:

• Experience working in a professional office environment, particularly in administrative support roles.
• Familiarity with arranging business travel and coordinating logistics for others.
• Experience processing reimbursements or handling financial transactions in a professional setting.
• Prior experience within the University of Wisconsin System or a similar higher education institution.
• Comfort with or exposure to the following tools and platforms: Workday, Concur, Microsoft Word and Excel, Adobe Acrobat, Google Drive and Box, Zoom, MS Teams, or similar virtual meeting platforms

Education:

Required

• HS Diploma

How to apply:

To begin the application process, click the "Apply" button.

Please upload the following documents:

• Resume
• Cover Letter

Applicants should attach a cover letter and resume detailing their training and experience as they relate to the required and preferred qualifications listed above. The application reviewers will be relying on written application materials to determine which qualified applicants will advance in the recruitment process.

To help us better understand how your background aligns with the Faculty Affairs Administrative Assistant position, please use your cover letter to address the following three areas:

• Your ability to manage multiple competing priorities, tasks, and deadlines in a fast-paced environment.
• How you demonstrate flexibility and adaptability when responding to shifting needs or unexpected challenges.
• Your approach to organization and communication, particularly in administrative or academic settings.

Please keep your responses concise but substantive, focusing on how your experience and skills support success in this role.

The search committee will review all application materials after the posted deadline. We will notify selected applicants to participate further in the selection process directly. References will be requested of final candidates. All applicants will be notified after the search is complete and a candidate has been selected.

Contact information:

Danyell Chupp, ,

Relay Access (WTRS): See RELAY_SERVICE for further information

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.

The University of Wisconsin-Madison is an Equal Opportunity Employer.

Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, 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 by acknowledging skills and expertise from all backgrounds and encourage all qualified individuals to apply.

To request a disability or pregnancy-related accommodation for any step in the hiring process (e.g., application, interview, pre-employment testing, etc.), please contact the Divisional Disability Representative (DDR) in the division you are applying to. Please make your request as soon as possible to help the university respond most effectively to you.

Employment may require a criminal background check. It may also require your references to answer questions regarding misconduct, including 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.