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Administrative Assistant for the Gender & Women's Studies Librarian


Minimum $20.19 HOURLY
Depending on Qualifications

Job Summary:

The Administrative Assistant supports the work of the Office of the Gender and Women's Studies Librarian (GWSL), one of the leading centers for scholarship in the fields of gender, women's studies, and LGBTQ+ studies in the country. Centering intersectional feminist perspectives, the Office of the GWSL provides high-quality information, resources, and services to anyone working in these fields, as well as those doing gender-focused scholarship in the traditional disciplines. The Administrative Assistant is vital to the office's successful operations: they supervise students and interns, maintain databases of periodical and subscriber information, participate in strategic planning and reporting, manage purchasing, and assist with the office's website and social media channels. They also manage a repository of the tables of contents of feminist journals, and they collaborate with colleagues from other UW campuses via the UW System Women's and Gender Studies Consortium.

The Libraries at the University of Wisconsin-Madison are dedicated to the practices of social justice, diversity, equality, and respect among our staff, students, collections, and services. We strive to overcome historical and divisive biases in our society and embrace diverse points of view as assets to the fabric of our community. All positions will be called on to contribute to building this environment.

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
  • 15% Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums
  • 20% Prepares and audits complex records, edits documents, and reviews work done by others
  • 15% 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
  • 15% Assists the Gender and Women's Studies Librarian with long-term strategic planning as well as day-to-day management of office operations, student employees, services, and space
  • 5% Participates in campus committees and professional development activities
  • Manages daily office operations, including serving as primary point of contact virtually and onsite, purchasing supplies, reconciling accounts, and maintaining equipment.
  • Hires, trains, evaluates, supervises, and manages daily work of student employees and interns (2-6 per semester).
  • Participates in meetings, planning, and activities of the UW System Women's and Gender Studies Consortium, including an annual conference.
  • Manages all aspects of Feminist Periodicals, a database of tables of contents of over 150 periodicals, including communicating with publishers, adding new titles, claiming missing issues, renewing agreements, and tracking participating journals.
  • Maintains a database of subscribers to Resources for Gender and Women's Studies: A Feminist Review: manages payments, generates reports and mailing lists, and corresponds with stakeholders about payments, renewals, and claims for missing issues.
  • Participates in strategic planning, data collection, and reporting; assists the GWS Librarian with records management, scheduling, organization, and preservation.
  • Assists the GWS Librarian with website and social media management as well as with the Women's Knowledge Digital Library.
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


Required Qualifications:
-Ability to comfortably initiate and maintain communication in writing and in person with campus and community stakeholders
-Ability to accurately enter and maintain numerical and textual information
-Ability to take initiative, work independently, and prioritize tasks to manage ongoing responsibilities

Preferred Qualifications:
-Experience with or aptitude for supervising students and interns
-Ability to respond effectively to the changing needs and priorities of a team or organization
-Proficiency or willingness to gain proficiency with Microsoft Office programs (e.g., Word, Excel, Outlook), Google tools (e.g., Drive, Sheets, Docs), database software (e.g. Access, FileMaker), and/or equivalent applications
-Training and/or experience in handling office operations, such as scheduling meetings, maintaining equipment, purchasing supplies, and reconciling accounts
-Familiarity with or interest in using WordPress (or similar content management system) to update and maintain a public-facing website and social media platforms (e.g., Instagram, Twitter, Facebook)

Work Schedule:

Regular (M-F) business hours.

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.

This position will have the opportunity to work 3-4 days onsite and 1-2 days remote.

Appointment Type, Duration:


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

How to Apply:

A cover letter and resume are required. Contact Melissa Ortiz ( ) for more information. All applications must be submitted through the Jobs at UW applicant system. Click on `' to submit your materials. References will be collected from finalists at the time of the interviews.


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

Official Title:

Administrative Assistant III(AD003)



Employment Class:

University Staff-Ongoing

Job Number:


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.

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 .

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