Executive Assistant I

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Job Category:

Employment Type:

Job Profile:

Job Summary:

The Executive Assistant provides professional administrative clerical and advanced program support services for the Office of Research Services in the College of Engineering at UW-Madison. Primarily supports the Associate Dean for Research the Assistant Dean for Research Administration and other team members as needed. The Executive Assistant communicates extensively with high- level professionals including the Provosts Vice Chancellors and other Deans offices as well as with departmental chairs faculty and staff within UW-Madison and organizations outside of the university. Provides a close communications link to the CoE Associate & Assistant Deans and CoE Executive Assistants.

Success in this role requires:

• Excellent administrative organizational oral & written communication computer and interpersonal skills.

• Ability to utilize a considerable amount of independent initiative and judgment exercise a high level of administrative problem solving analytic ability and confidentiality.

• Establishing and maintaining effective working relationships with CoE and campus leaders staff faculty and various visitors and always using discretion in carrying out duties.

• Ability to independently develop and maintain activities and procedures to meet the demands of the position.

• Able to serve as one of the initial contacts for the Office of Research Services. Such duties must be performed with the utmost professionalism while exercising appropriate judgment.

Key Job Responsibilities:

• Manages the organization auditing security and confidentiality of records and files

• Develops and facilitates communications of varying complexity between various internal and external stakeholders

• Compiles screens and evaluates correspondence and reports and recommends actions

• Schedules logistics for meetings conferences and travel and organizes schedules for a college or division leadership position

• Oversees the Research Services Smart Sheet Software databases

• Monitors budgets and reviews and approves expenditures

Department:

College of Engineering Office of Research Services

Compensation:

The starting salary for the position is $60000 but is negotiable based on experience and qualifications.

Required Qualifications:

• Two years of experience in executive assistance events or communications

• Experience serving as the initial point of contact for an administrative office

• Experience using Microsoft Word Excel PowerPoint or Google Suite

• Experience preparing and finalizing professional correspondence including sending documents and handling electronic andpaper filing.

• Experience maintaining calendars

• Experience coordinating meetings and/or presentations

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

Preferred Qualifications:

• Three years of experience in executive assistance events or communications

• Experience with Smartsheet Software

• 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

• Experience working with confidential information

• Demonstrated time management and organizational skills with strong attention to detail

Education:

Required: Associate degree

Preferred: Bachelors degree

How to Apply:

Please go to the Apply Now area and select your current UW Employment Status. 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 Information:

Tamara Kuhn Martin

1415 Engineering Dr

Madison WI 53706

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

The University of Wisconsin-Madison is an Equal OpportunityEmployer.

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 backgroundsand encourage all qualified individuals to apply. For more information regarding applicant and employee rights and to view federal and state required postings click here.

To request a disability or pregnancy-related accommodationfor 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 make your request as soon as possible to help the university respond most effectively to you.