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Office Manager for Study Abroad

Salary:

Minimum $28.84 Maximum $31.73 HOURLY
Depending on Qualifications

Job Summary:

This is a multi-functional position which provides critical administrative support to IAP staff and develops and implements internal processes towards the overall efficiency and functionality of the office. International Academic Programs (IAP), a unit in the International Division, serves as the largest study abroad office at UW-Madison. IAP administers more than 260 campus-wide study abroad & domestic study away programs and annually sends over 2,500 UW-Madison students abroad. Further information about IAP can be found at studyabroad.wisc.edu

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.
  • 30% 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
  • 20% 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
Tasks:
  • Identifies, develops and implements processes to improve office efficiency and functionality
  • Provide Administrative Support to the IAP Director. Examples: schedule meetings, prepare agenda/materials and take minutes for Faculty Advisory Committee. Coordinate donations, gifts, cards/letters & travel and document drafting/editing
  • Provide Administrative Support to the IAP Associate Directors. Examples: schedule meetings, run data reports, and provide support for tracking and movement of contract/exchange agreement/appointment letter processes.
  • Manage staff memberships in professional organizations
  • Assist/lead updating and revising office policies, planning and organizing changes in space, etc.
  • Provide administrative support for Program Leader searches and hiring including scheduling interviews, drafting appointment letters, etc.
  • Provide administrative support to personnel search and screen committees for IAP
  • Serve as Notary Public
  • Assist with onboarding schedules and tasks for new staff.
  • Coordinate schedules, manage logistics, and make travel arrangements (as needed) for visitors and candidates for employment, Program Leaders, etc.
  • Coordinate logistics (including scheduling assistance, making reservations, sending invitations, setting up virtual meetings, ordering food, keeping attendance) and provide support for Admin Team-level staff events for IAP and UW-Madison study abroad
  • Provide back up for front desk
  • Participate in department meetings and retreats. Assist with special events and outreach activities, such as the Study Abroad Fair.
  • Records management (as needed).
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:

Required:
Bachelor's degree

Qualifications:

Preferred:
Ability to work in a team-oriented, collaborative environment
Demonstrated experience working independently with strong attention to detail, resourcefulness, and organizational skills to meet important deadlines in a high-traffic, high-demand environment
Demonstrated commitment to and experience working with diverse populations
Excellent interpersonal communication (oral and written) skills, and a sense of humor

Work Schedule:

This position will be full time with general office hours of 8:00 a.m.-4:30 p.m.

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.

Appointment Type, Duration:

Ongoing/Renewable

Additional Information:

Diversity and inclusion are primary values for the International Academic Programs (IAP) and are integral to achieving our strategic goals. We seek candidates with an awareness of and commitment to the principles of diversity and inclusion across all spectrums.

This is a hybrid position which will require a combination of in-person work on-campus and remote work.

How to Apply:

Please submit a cover letter, CV/resume, and a list of three professional references through the online jobs portal by the assured consideration date.

Contact:

Kristine Schutte
kristine.schutte@wisc.edu
608-262-5804
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

Official Title:

Administrative Assistant III(AD003)

Department(s):

A10-INTL DIVISION/INTL DIVISION

Employment Class:

University Staff-Ongoing

Job Number:

290506-CP

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: 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 .

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