Administrative Assistant II

University of Wisconsin Madison
$23.00 HOURLY
paid time off
United States, Wisconsin, Madison
21 North Park Street (Show on map)
Feb 14, 2025
Job Summary: Under the general supervision of the Department Administrator, the Administrative Assistant II provides administrative support for the Department of Life Sciences Communication in the College of Agricultural and Life Sciences (CALS). This role serves as the first point of contact and supports the department by responding to inquiries, welcoming and guiding guests, sending and collecting mail, maintaining records, and preparing documents. Additionally, the role involves processing student hires, assisting with departmental onboarding activities, and assisting with purchasing and financial transactions. A successful candidate will be self-motivated and have excellent organizational and time-management skills that include multitasking, prioritizing and meeting deadlines while paying attention to accuracy and details. They will have excellent interpersonal skills and exhibit a customer service-oriented attitude in interactions with faculty, staff, students, and visitors. The Department of Life Sciences Communication is a leader in science communication research, teaching and practice. Programs are offered at the bachelor, master, and doctoral levels. Learn more about LSC by visiting our website: https://lsc.wisc.edu/. 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 25% Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations 20% 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 15% 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 15% Initiates and assists with financial transactions for the department 5% Processes student hourly appointments for the department 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: Preferred H.S. Diploma Qualifications: Required Qualifications: -Administrative support experience requiring excellent organizational and time management skills -High level of competency using Microsoft Office Suite and conferencing software such as Zoom, WebEx and Teams -Experience coordinating and carrying out logistics, including calendar management and meeting coordination. Preferred Qualifications: -Experience working in a higher education setting -Experience with financial processes and systems including expense reimbursements and purchasing cards -Experience with human resource systems Work Schedule: Monday - Friday between the business hours of 8am-5pm. The exact schedule will be determined at the time of hire. Work Type: Full Time: 100% 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 staring pay rate for this position is $23.00/hour but is negotiable based on experience and qualifications. Employees in this position can expect to receive benefits such as generous vacation, holidays, and paid time off; competitive insurances and savings accounts; retirement benefits. Additional benefits information can be found at: https://www.wisconsin.edu/ohrwd/benefits/download/univstaff.pdf Additional Information: - Evaluation/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 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. Contact: Erik Badertscher ebadertscher@wisc.edu 608-262-1463 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/LIFE SCI COMM Employment Class: University Staff-Ongoing Job Number: 311318-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.