ADMINISTRATIVE ASSISTANT III

Salary:

Minimum $22.00 HOURLY
Depending on Qualifications

Job Summary:

The Department of Medical Physics is seeking an Administrative Assistant III to primarily support the Department Chair and provide occasional support to the Department Administrator. This position will support a welcoming environment, manage administrative support activities including coordinating travel for the Chair, responding to student and faculty requests, scheduling and calendar management, creating and handling confidential information on a routine basis including faculty promotion packets. The Chair's assistant is part of a thriving department administration team.

SMPH is committed to being a diverse, equitable, inclusive and anti-racist workplace and is an Equal Employment Opportunity, Affirmative Action employer. Applications from Black, Indigenous and People of Color (BIPOC) individuals, LGBTQ+ and non-binary identities, women, persons with disabilities, military service members and veterans are strongly encouraged.

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.

• 15% Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• 10% Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums
• 15% Prepares and audits complex records, edits documents, and reviews work done by others
• 30% Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures
• 15% 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
• 10% Manages faculty development and promotion activities
• 5% Maintains inventory control of equipment purchases

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:
- Minimum one year administrative or related experience

Preferred:
- Experience providing administrative support at an executive level
- Experience managing calendars and scheduling complex meetings
- Experience with travel arrangements and travel reimbursements
- Experience using virtual conferencing tools (WebEx, Zoom, Microsoft Teams, etc.)
- Proficiency with software programs including Excel, Word, Outlook, and Adobe products
- Experience working in higher education environment

Skills & Abilities:
- Ability to work independently under general supervision, prioritize duties and demonstrate effective time management
- Ability to manage multiple priorities with discretion and confidentiality in a fast-paced environment
- Strong interpersonal skills, including the ability to work with diverse populations
- Strong teamwork and collaboration skills
- Exceptional customer service skills
- Strong attention to detail
- Excellent written and oral communication skills

We encourage you to apply even if you don't have all of the qualifications listed above.

Work Schedule:

Standard hours are 8:00 a.m. - 4:30 p.m. Monday through Friday, with some flexibility.

Work Type:

Full Time: 100%

It is anticipated this position requires work be performed in-person, onsite, at a designated campus work location. Occasional remote work opportunities may be discussed after successful completion of probationary period.

Appointment Type, Duration:

Ongoing/Renewable


Additional Information:

The successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment. University sponsorship is not available for this position.

How to Apply:

To apply for this position, please click on the "" button. You will be asked to upload a current resume/CV and a cover letter briefly describing your qualifications relevant to the position. You will also be asked to provide contact information for three (3) references, including your current/most recent supervisor during the application process. References will not be contacted without prior notice.

The Department of Medical Physics and the University of Wisconsin-Madison are committed to fostering diversity. We encourage applications from potential candidates of all race, class, gender, sexuality, ability, nationality, religion, and other group identities; and we encourage applications from candidates who can demonstrate a commitment to diversity, equity, and inclusion.

Contact:

Gabriella Fisk
gfisk@wisc.edu
608-890-0034
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

Official Title:

Administrative Assistant III(AD003)

Department(s):

A534800-MEDICAL SCHOOL/MED PHYSICS/MED PHYSIC

Employment Class:

University Staff-Ongoing

Job Number:

271652-CP



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/

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: Dec 7 2022 Central Standard Time
Applications Close: Dec 23 2022 11:55 PM Central Standard Time