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University of Wisconsin-Madison
Wisconsin, United States
Salary Not Specified
Posted Date
Sep 28, 2022

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Position Type
Administrative, Academic Affairs, Academic Administration, Other Academic Affairs, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs
Employment Level
Employment Type
Full Time
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Minimum $17.00 HOURLY
Depending on Qualifications

Job Summary:

The School of Veterinary Medicine is seeking an Administrative & Curricular Specialist to support staff, curriculum, programs, and services through the Office of Academic Affairs in the School of Veterinary Medicine. This person will work alongside a dedicated team supporting faculty, staff, and students in the Doctor of Veterinary Medicine (DVM) program. The ideal candidate will have exemplary oral and written communications skills, be capable of managing multiple tasks simultaneously, possess strong organizational skills, and enjoy a collaborative work environment.


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
  • 30% 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
  • 15% Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums
  • 5% Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision
  • 30% Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
  • Schedule one-time and recurring meetings for Associate Dean
  • Schedules logistics and secures resources for meetings, conferences, travel for Associate Dean
  • Support receptionist responsibilities in Office of Academic Affairs
  • Schedule meetings and distribute meeting invitations and reminders for Curriculum Committee and other assigned committee/task force meetings
  • Prepare meeting agendas, take minutes, and manage Box folder for Curriculum Committee and other assigned committee/task force meetings
  • Regularly attend Lumen related meetings and perform tasks to keep SVM current within the system
  • Maintain current policies and procedures related to curriculum and curricular processes
  • Maintain electronic records in OAA W:Drive in accordance with university records policies
  • Organizes course schedules for SVM courses in DVM curriculum
  • Secures resources for SVM courses, meetings, conferences, travel, and OAA operations.
  • Maintain timely communications with students regarding curricular expectations, timelines, and deadlines.
  • Act as SVM curricular services representative within the University
  • Assist students with course enrollment, as needed
  • Create CE certificates as requested for SVM and UW continuing education events
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


H.S. Diploma


-3 years of administrative experience required.

-5 years experience strongly preferred for providing administrative support.
-Ability to work independently and confidentially.
-Strong written and verbal communication skills.
-Demonstrated good judgment, organizational skills, attention to detail, self-initiative, and management of multiple competing priorities.
-Flexible, customer-service mindset.
-Demonstrated skills that support fiscal transactions such as purchasing, travel and expense reimbursements.
-Willingness to learn roles and responsibilities of assistants and provide back-up support as needed.

Work Schedule:

Exact schedule to be determined at time of hire, likely 8:00AM-4:30PM / 8:30AM-5:00PM during normal business hours

Work Type:

Full Time: 100%

It is anticipated this position requires work be performed in-person, onsite, at a designated campus work location.

Appointment Type, Duration:


Additional Information:

This detail-oriented position requires excellent administrative, organization, and communication (oral, written, and electronic) skills.

The successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment.

How to Apply:

To begin the application process, please click on the "" button. You will be asked to upload a cover letter, current resume, and a list with the contact information for three professional references. References will not be contacted without advance notice. For maximum consideration, your cover letter and resume should highlight your experience and skills as they relate to the listed qualifications. For questions regarding the application process, please contact Karlye Wolff at .


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

Official Title:

Administrative Assistant II(AD002)



Employment Class:

University Staff-Ongoing

Job Number:


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:

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: Sep 28 2022 Central Daylight Time
Applications Close: Oct 31 2022 11:55 PM Central Daylight Time

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