Title: Administrative Assistant III

Location: Madison United States

Job Description:

Job Summary:

The Department of Residence Life in University Housing is recruiting an Administrative Assistant to join our team!

With 9,000 residents, 21 residence halls, over 350 student staff, and 33 career staff, we are a large and thriving Residence Life program. We're committed to providing a secure and inclusive environment that supports learning, personal development, and community engagement through our shared values of Care, Community, Development, and Wellness. The Wisconsin Residential Experience, our residential curriculum, frames student learning and growth in our residence halls.

Our Administrative Assistant plays an important role in the on and offboarding of our career and student staff, database and software account maintenance, purchasing and travel support, and meeting and event coordination. They will use tools like StarRez, EMS, and Microsoft SharePoint and Power Automate regularly. The Administrative Assistant provides leadership and training to a team of student Office Assistants and communicates with current and prospective residents from diverse backgrounds and identities. The individual hired to this position will use their strong organizational, time-management, and communication skills to manage multiple projects simultaneously with different supervisors and stakeholders.

Responsibilities:

Provides general administrative support, while exercising discretion, to the administrator of a department or division of the institution or to the administrator of multiple institution programs, services, and activities.

10% Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
15% Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums
25% Prepares and audits complex records, edits documents, and reviews work done by others
25% Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures
25% 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

Tasks:

Adds, removes, and reviews permissions for staff in the housing information system
Coordinates financial tracking and budget material distribution.
Facilitates administrative logistics for large department functions, including for career and student staff
Recruitment/ Onboarding/Offboarding/Orientation/Training.
Facilitates monthly census distribution in halls (collaborates with Assignments and Desk Services, main

communicator with students)

Performs event management system approvals and trainings. Assists with reserving spaces.
Performs variety of tasks from different professional staff across department (for department, division, campus

initiatives) - may include preparing materials/developing surveys/compiling reports and communicating with

students/staff etc.

Provides support and assists as needed in the implementation of plans and procedures in an event of an emergency.

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

Bachelor's Degree

Qualifications:

Required

Two years of full-time (or four years part-time) experience providing administrative support in an office setting
Experience using common office productivity and communication resources (such as Microsoft Outlook, Word, Excel, PowerPoint, and Adobe Acrobat software)
Skilled at communicating clearly and respectfully while handling sensitive information with care and confidentiality
Skilled in working with people from different backgrounds and identities

Preferred

Experience working in a college or university setting
Experience with data entry and maintaining databases
Experience working on multiple projects from different supervisors or stakeholders simultaneously
Experience with purchasing, travel arrangements, and travel reimbursements

Work Schedule:

Primary schedule for this position is daytime business hours, 7:45am-4:30pm with some evenings and weekends as needed. Schedule alterations as operation and position expectations demand.

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 $25.37 HOURLY

Depending on Qualifications

This is a full-time appointment. The starting hourly wage is $25.37 or higher based on qualifications and includes a competitive retirement and benefits package.

This position offers a comprehensive benefits package, including generous paid time off, competitively-priced health/dental/vision/life insurances, tax-advantaged savings accounts, and participation in the nationally-recognized Wisconsin Retirement System (WRS) pension fund. For a summary of benefits, please visit: https://www.wisconsin.edu/ohrwd/benefits/download/univstaff.pdf

Additional Information:

A criminal background check will be conducted on finalist(s).

Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without the need of employer sponsorship) on or before the effective date of appointment.

University Housing may communicate with you about your application status using a text messaging service. To opt-out please reply "STOP" to text messages received or contact University Housing HR at hr@housing.wisc.edu or 608-262-2766. Message and data rates may apply.

How to Apply:

Please submit a resume and cover letter within the online application system. Within your cover letter, please specifically address how your qualifications and experience meet the required and preferred criteria for this position.

Candidates who reach the final round of interviews will be required to provide contact information for three (3) professional references. References will not be contacted without advance notice.

Applications for this position may be considered for other vacancies in this title within University Housing, including those which may have a different work schedule and/or requirements from this vacancy.

Contact:

Jennifer McFarlin

hr@housing.wisc.edu

608-262-2766

Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

Official Title:

Administrative Assistant III(AD003)

Department(s):

A85-UNIVERSITY HOUSING/RES LIFE/RL ADMIN

Employment Class:

University Staff-Ongoing

Job Number:

310637-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.

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