EXECUTIVE ASSISTANT AND ADMINISTRATIVE SPECIALIST

Job no: 234081-US
Work type: Staff-Full Time
Department: G SERVVP DIVERSITYCS & PKS
Location: Madison
Categories: Equity, Diversity, Inclusion, Office & Administrative Support



Position Summary:

This position performs a variety of paraprofessional functions in the Division of Diversity, Equity and Educational Achievement (DDEEA) and serves as the Executive Assistant and Administrative Specialist for Mercile J. Lee Scholars Program (MJLSP), which encompasses Chancellor's Scholarship and Powers-Knapp Scholarship (CS/PKS). This position will ensure that all areas comply with the requirements of the University of Wisconsin-Madison and Federal/State Government policies and procedures, as well as a variety of applicable state and federal rules and regulations.

This position reports directly to the MJLSP Director. This position provides confidential, administrative, and paraprofessional support and work of considerable complexity. This position exercises a significant degree of independence and latitude along program lines which are governed by complex federal, state, and UW policies, rules and regulations. This position is responsible for assisting the divisional and departmental staff within the DDEEA with HR, fiscal, and general business services as well as program support and administrative/office management. This position acts as liaison between the OVPCDO staff and many other University departments and schools and colleges to serve HR, financial, business services, program support, and administrative needs. This position is performed under general supervision and direction; presents, recommends, and works with the administrative/business services team (BST) to implement procedures and policies related to HR, administrative, financial, business services and related program areas.

Position Duties:

List of Duties

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

Degree and Area of Specialization:

H.S. Diploma required; Bachelor's Degree preferred

Minimum Years and Type of Relevant Work Experience:

Required Knowledge and Experience:
- Professional experience in an office environment (one year minimum)
- Proficient in MS Office Suite

Preferred Knowledge and Experience:
- 3 years or more of executive level administrative experience
- Excellent judgment, communication, and problem-solving skills.
- Ability to manage workload in a fast-paced, high traffic area and demanding workplace; ability to multi-task.
- Ability to contribute to building and maintaining an engaged, inclusive, and diverse workplace.
- Ability to exercise initiative and foresight.
- Excellent verbal and written communication skills and ability to relate complex information in an understandable fashion to a variety of people with various levels of knowledge on the topic.
- High degree of attention to detail.
- Excellent customer service skills.
- Excellent time management skills.
- Ability to navigate and deal with ambiguity.
- Ability to work in close collaboration and cooperation with others.
- Excellent planning and organizational skills.
- Ability to exercise adaptability, agility, and flexibility.
- Ability to identify, develop, and implement processes and procedures affecting a variety of stakeholders.
- Proficient with computer software, including word processing, spreadsheets, and databases.
- Willingness and ability to acquire knowledge of policies and procedures relating to human resources, payroll, purchasing and accounting services.
- Knowledge of UW Madison purchasing and financial policies and procedures or ability to learn.

Additional Information:

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 need of employer sponsorship) on or before the effective date of appointment.

Department(s):

A020565-GENERAL SERVICES/A0205/CS & PKS

Work Schedule:

Standard University work hours 7:45am-4:30pm

Appointment Type, Duration:

Ongoing/Renewable

Salary:

Minimum $20.00 HOURLY
Depending on Qualifications

Instructions to Applicants:

To begin the application process, click the button.

You will be asked to provide a cover letter and resume addressing your skills and experience as they relate to the qualifications and duties in this job description.

As applicants move on to next steps in the process, they will be asked to provide names and contact information (e-mail address, phone number, and mailing address) of at least three references.

Contact:

Dan Roen
dan.roen@wisc.edu
608-263-2767
Relay Access (WTRS): 7-1-1 (out-of-state: TTY: 800.947.3529, STS: 800.833.7637) and above Phone number (See RELAY_SERVICE for further information. )





Official Title:

PRG ASST CONF(16310)

Employment Class:

University Staff-Ongoing

Job Number:

234081-US

The University of Wisconsin is an Equal Opportunity and Affirmative Action Employer. We promote excellence through diversity and encourage all qualified individuals to apply.

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/

The University of Wisconsin-Madison is engaged in a Title and Total Compensation (TTC) Project to redesign job titles and compensation structures. As a result of the TTC project, official job titles on current job postings may change. Job duties and responsibilities will remain the same. For more information please visit: https://hr.wisc.edu/title-and-total-compensation-study/ .

Employment will require a criminal background check. It will 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 .

Applications Open: May 3 2021 Central Daylight Time
Applications Close: May 17 2021 11:55 PM Central Daylight Time

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