Administrative Assistant Office of the Chancellor

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Job Category:

Employment Type:

Job Profile:

Job Summary:

Working in a dynamic and complex environment the Administrative Assistant serves as the first and primary contact for most individuals calling or visiting the Office of the Chancellor. This position will often provide the first impression of th university and will interact with potential students current students parents public officials donors and those involved in a wide range of political and social issues. All communications and interactions must be managed in a professional courteous and diplomatic manner. By the very nature and location of this position confidentiality is essential. This position requires independent judgment and decision-making capacity related to access management and emergent issue management. Staying informed of campus events and current events that impac the campus population is essential as this impacts inbound communications managed by this position.

The Administrative Assistant will also support some needs related to the Chancellor and Office of the Chancellor Staff to include but not limited to meeting material preparation meeting logistics support and special events (i.e. holiday card preparation tailgate support etc.). The Administrative Assistant is part of a dedicated team that works collaboratively and collegially in support of the Chancellors Office and the University of Wisconsin-Madison.

This a full-time (40 hours per week) ongoing/renewable position.

This is a 100% on-site position.

Key Job Responsibilities:

• Serves as a primary point of contact for individuals and groups provides organizational information via phone in person and through other communication mediums (45%)

• Provides staff support to the Office of the Chancellor serving as office manager and interfacing with other campus units to ensure office services are maintained and supplies are available (10%)

• Provides general management of Office of the Chancellors contact databases including the invitation and registration process for large university events such as Badger tailgates and leadership events (10%)

• Schedules logistics and secures resources for meetings conferences travel and work unit operations (10%)

• 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%)

• Develops sends receives copies and distributes communications to the appropriate entities according to established policies and procedures (10%)

• Prepares and audits complex records edits documents and reviews work done by others (5%)

Department:

University Administration Office of the Chancellor

Compensation:

Minimum pay rate: $26.50 per hour

Actual salary will be based on selected candidates qualifications at time of hire.

This position offers a comprehensive benefits package including generous paid time off competitively priced insurance plans tax-advantaged savings accounts and participation in the nationally recognized Wisconsin Retirement System (WRS) pension fund. Learn more at Qualifications:

• Skilled in the effective use of Microsoft Office software
• Knowledge of various collaborative online platforms such as Microsoft 365 Google Suite and Box file sharing
• Experience with face-to-face and online meeting and event planning
• Experience with data entry management and tracking
• Excellent verbal and written communication skills to effectively engage with multiple constituencies both internal and external to campus
• Excellent attention to detail
• Ability to work independently and collaboratively within teams
• Highly self-motivated and proactive in problem resolution and in-person and phone de-escalation as needed
• Strong prioritization of tasks and time management to meet competing deadlines

Preferred Qualifications:

• Knowledge of UW-Madison Universities of Wisconsin Wisconsin Foundation and Alumni Association State of Wisconsin local government and other external/community audiences
• Prior experience with purchasing and procurement cards
• Customer service/hospitality skills
  

Education:

High school diploma required

How to Apply:

Click the Apply button above to start an application. You will be asked to upload a cover letter and resume. Your application materials should demonstrate how your knowledge skills and experience align with the qualifications listed in the job posting.

Contact Information:

Kory Breuer HR Manager

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.