This job has expired

Faculty Affairs Administrative Assistant II

University of Wisconsin-Madison
Wisconsin, United States
Salary Not Specified
Posted Date
Aug 30, 2023

Minimum $20.00 HOURLY
Depending on Qualifications
The expected salary for this position starts at a rate of $20 per hour . Actual pay will depend on experience and qualifications. In addition to base pay, the employee in this position can expect to receive benefits such as generous vacation, holidays, and other paid time off, competitive insurances and savings accounts, and employer sponsored retirement benefits.

Job Summary:

The Faculty Affairs Administrative Assistant II provides a range of administrative support functions for faculty, staff, and committees in the School of Nursing , including high-quality customer service, event coordinating, and general administrative support for faculty's academic, service, and research missions. As a member of the administrative services team, this position organizes and tracks completion of multiple ongoing projects, assists faculty and staff with calendaring, travel, and administrative needs, coordinates faculty data management, supports and serves on committees, and provides high-level support to program leaders.

Responsibilities: 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
  • 40% Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
  • 10% 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
  • 10% Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums
  • 20% Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision
  • 5% Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
  • 10% Assists with faculty data management and training with the Watermark Faculty Success database and other programs as necessary.
  • 5% Provide back-up support to other members of the administrative services support team.
  • Provide administrative support to various faculty, programs, and staff in the School of Nursing
  • Assist with calendar management, meeting scheduling and support, purchasing and fiscal reconciliations, expense reimbursements, travel coordination, and document formatting/editing
  • Provide support and serve on committees and task groups
  • Support for data management and tracking in the Watermark Faculty Success program
  • Assist faculty and staff with administrative and support needs, including event planning, travel coordinating, and various document formatting and small tasks
  • Assist faculty and instructional academic staff with annual and promotion review materials
  • Assist in event or meeting planning for school meetings, scholarship, service, or outreach activities including ordering supplies, catering, and preparation of mailing or email correspondence such as invitations and flyers
  • Assist in formatting manuscripts and reports using editorial guidelines as directed by faculty or instructional academic staff
  • Facilitate ordering and/or purchasing of books, supplies, equipment, and maintain records on receipt of purchases and follow up as needed
  • Provide administrative support for School of Nursing poster presentations by assisting faculty with formatting, proofreading, and printing of posters
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


Bachelor's Degree


Well-qualified applicants should have the following:
-Working knowledge and efficient use of Microsoft Office and computer software/programs
-Considerable independent initiative and judgment, as well as strong problem-solving abilities
-Excellent administrative, organizational, oral and written communication, and interpersonal skills
-Demonstrated commitment to customer service
-Ability to project a positive, welcoming, and helpful demeanor when interacting with the faculty, staff, students, the public, and potential job seekers
-Desire to work both independently and collaboratively with a team

Work Schedule:

Flexible (Typical work hours occur between 7:30am and 5:00pm; Monday-Friday).

Work Type:

Full Time: 100%

This position requires most work to be performed in-person, onsite, at a designated campus work location. The person in this position may request and be considered for a formal remote work agreement based on guidelines set forth by the School of Nursing, and/or may be provided with remote work flexibility as needed and approved by the supervisor.

Appointment Type, Duration:


Additional Information:

For nearly 100 years, the University of Wisconsin-Madison's School of Nursing (SoN) has been committed to enhancing healthcare through teaching and research . With a mission to develop leaders for the profession and society; we make discoveries, enhance systems, and improve health through research, education, and practice for Wisconsin and beyond. The School of Nursing strives to achieve inclusive excellence and fosters an academic environment that welcomes diversity in students, faculty, staff, and the curriculum.

In the course of employment with the School of Nursing (SoN), dependent upon position and job responsibilities, employees may have access to PHI (personal health information) in order to fulfill the duties of their position. As part of the UW-Madison Health Care Component (HCC), all SoN faculty, staff, students, volunteers, and unpaid affiliates are required to complete HIPAA training as part of their orientation.

Successful candidates 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.

A criminal background check will be conducted prior to hiring.

How to Apply:

To apply for this position, please click, from, to begin the application process. You will be asked to submit the following (PDF file format is strongly encouraged and preferred):

1) A letter of interest highlighting relevant work experience and referencing PVL #286362
2) A resume/CV

References will be requested from finalists only and are not required with the initial application.
For questions regarding this position, please contact Micah Roberts, Dean's Executive Assistant & Administrative Services Supervisor, at .

Online applications must be received by 11:55pm on the application deadline to ensure consideration.

Failure to submit complete application materials may result in ineligibility for consideration for this position.


Micah Roberts
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-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 .

Get job alerts

Create a job alert and receive personalized job recommendations straight to your inbox.

Create alert