Job Summary: | The selected candidate serves as an administrative assistant in CALS Global, in the College of Agricultural and Life Sciences (CALS). This is a part-time position with the responsibility of providing administrative support to the director and the research and partnerships coordinator of CALS Global.
The position serves as a liaison between the administration, faculty and staff, campus, and external contacts for the office. The position must be committed to presenting a positive image of CALS by demonstrating a commitment to courteous, sincere, timely, and sensitive customer service through conveying a positive, patient, and tolerant attitude in all personal, electronic, and telephone interactions. The position must consistently exercise common courtesy, accuracy, and professionalism, and must strive to maintain cooperative relationships with faculty, staff, students, alumni, donors, international partners, funders administrators, and visitors. The selected candidate must have exemplary oral, written, and interpersonal communication and human relations skills.
This position provides administrative support for hosting international visitors, developing institutional agreements, offering programs and events, arranging travel, and general office operations including financial and document/data management. Examples of tasks includes scheduling, purchasing, document preparation, reconciling expenses, booking travel, communicating with stakeholders, and coordinating logistics.
The College of Agricultural and Life Sciences (CALS) is committed to maintaining and growing a culture that embraces diversity, inclusion, and equity, believing that these values are foundational elements of our excellence and fundamental components of a positive and enriching learning and working environment for all students, faculty, and staff. At CALS, we acknowledge that bias, prejudice, racism, and hate have historically occurred in many forms that cause significant and lasting harm to members of our community. We commit to taking actions each day toward a college that is inclusive and welcoming to all. | Responsibilities: | Provides administrative support for a department, group of professionals, or to the manager of a work group consisting of professional staff and subordinate supervisors in support of unit goals, under general supervision - 40% Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
- 10% 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% Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums
- 10% Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision
- 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
- 10% Provides administrative support to visitors and global programs.
- 10% Manages and assists with purchasing and business accounts
| 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: | Required
H.S. Diploma | Qualifications: | Required Qualifications
- Providing administrative support to internal and external customers and stakeholders (e.g., responding to inquiries, providing administrative and/or technical support, ensure follow-up and follow-through, planning and support for visitors, adaptability, communicating with program participants)
- Organizational and time-management skills that include multi-tasking, prioritizing, and meeting deadlines while paying attention to accuracy and details. Include the methods you apply and/or the approach you take to manage both your time and that of your teams
- Experience using email, word processing, spreadsheets, databases, Google suite (sheets, docs). Describe the tasks you've performed using the software
- Managing the calendars of others
- Scheduling, coordinating, and communicating with participants for in-person and virtual meetings (Teams, Zoom, Doodle, etc.). (Some meetings involve people in multiple time zones.) Describe the depth of your experience using meeting polls and scheduling platforms
- Monitoring expenditures, purchasing, and budget management
Preferred Qualifications
- Supporting a welcoming environment for stakeholders of different backgrounds (e.g., engagement, safety, connectedness, support, etc.)
- Working with UW financial systems such as WISER, Shop@UW, etc.
- Managing travel arrangements according to UW travel policy and with UW travel vendors
- Experience interpreting and applying policies
- Working with project or office management tools or approaches such as Asana, Sharepoint, Slack, etc. | Work Schedule: | The work schedule is flexible and will be determined at the time of hire. | Work Type: | Part Time: 50% - 60%
This position may require some work to be performed in-person, onsite, at a designated campus work location. Some work may be performed remotely, at an offsite, non-campus work location. | Appointment Type, Duration: | Ongoing/Renewable | Salary: | Minimum $23.00 HOURLY
Depending on Qualifications
The minimum starting salary for this position is $23.00/hour. However, final salary will depend on experience and qualifications. This position is eligible for a generous amount of paid time off.
This is a part-time position. Eligibility for additional benefits depends upon the employee's FTE. This includes competitive insurances and savings accounts, retirement benefits, etc. Additional benefits information can be found at:
https://www.wisconsin.edu/ohrwd/benefits/download/univstaff.pdf | Additional Information: | -Criminal Background Check may be required
-A 6-month Probationary Period may be required
-The successful applicant will be responsible for ensuring eligibility for employment in the United States by the start of the appointment. University sponsorship is not available for this position. | How to Apply: | Click on the "Apply Online" button to start the application process. You will be prompted to upload the following documents/Application Materials:
Resume (required) - Detail your educational and professional background
Cover letter (required) - Refer to your related work experience
References (required) - List contact information for three (3) references, including your current/most recent supervisor. References will not be contacted without prior notice.
It's important that your cover letter and resume reflect your experience for this position related to the Qualifications section.
Your application materials will be used during our evaluation to determine your qualifications as they relate to the job. The most qualified applicants will be invited to participate in the next step of the selection process.
Please note that your resume and cover letter will be used to evaluate your written communication skills. Materials will be evaluated for the following: grammar, spelling, punctuation, organization, and clarity. | Contact: | Sonia Parker
sonia.parker@wisc.edu
608-890-2547
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information. |
Official Title: | Administrative Assistant II(AD002) | Department(s): | A07-COL OF AG & LIFE SCIENCES/INT'L PROGRAMS | Employment Class: | University Staff-Ongoing | Job Number: | 308445-CP | | | 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. For more information regarding applicant and employee rights and to view federal and state required postings, click here
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: https://employeedisabilities.wisc.edu/disability-accommodation-information-for-applicants/
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. 19.36(7).
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. | |
