Depending on Qualifications
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
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
Institutional Statement on Diversity:
- 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
- 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
- Records management (as needed).
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
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
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
Demonstrated commitment to and experience working with diverse
Excellent interpersonal communication (oral and written) skills,
and a sense of humor
This position will be full time with general office hours of 8:00
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:
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
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.
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE
Administrative Assistant III(AD003)
A10-INTL DIVISION/INTL DIVISION
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
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
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