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University of Wisconsin-Madison
Wisconsin, United States
Salary Not Specified
Posted Date
Dec 23, 2021

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Position Type
Administrative, Academic Affairs, Academic Administration, Business & Administrative Affairs, Business & Administrative Support
Employment Level
Employment Type
Full Time
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Job no: 249939-US
Work type: Onsite, Staff-Full Time
Location: Madison
Categories: Administrative Services

Job Summary:

The ECE Department is one of the largest academic departments on the UW-Madison campus with approximately 45 faculty, 30 academic and administrative staff, 900 undergraduate students and 300 graduate students. The ideal candidate will take initiative toward shared strategic communications; be excited to learn new things and to contribute to the mission of a top-ranked electrical and computer engineering department; and bring creativity, curiosity, and innovative thinking to the team.

This position supports the department's strategic priorities, its programs and services, and its mission. This position requires an understanding of the sensitivities of the department's stakeholders and customers and the ability to work with a variety of internal and external constituencies and local partners. This position will provide critical support to the department chair, the department administrator, and the communications specialist.

The position coordinates complex activities, establishes and maintains communication links with external constituencies, assist visitors, students, staff, and faculty in support of the mission of the department. This position requires considerable independent initiative and judgment and a high level of administrative problem-solving and analytic ability. Confidentiality of sensitive information must be maintained. Since much of the ECE population is international, the complexity of the processes is increased. This work is performed under general supervision.
The position will be in charge of the ECE copy center, purchasing supplies, and maintenance of equipment through the vendors. A large portion of this appointment is acting as the Chair's executive assistant which includes coordinating her schedule and travel. This position oversees logistics related to the conferences, seminars, receptions, meetings and other campus special events (10-500 participants.) The position requires the ability to interpret and apply complex University policies and procedures, and occupancy codes, Engineering Hall building use policies and procedures and Dean of Students policies for Registered Student Organizations. This position is responsible for three major functions: administrative operations in assistance to the Chair, management of conference and event logistics, and front office/copy center management including directing work of student staff.

About the Job:

Administrative Assistant III (AD003)

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


1-2 years working as an events coordinator or administrative assistant preferred. Demonstrated ability to use proper grammar and spelling in submitted materials required.

1. Knowledge of University travel procedures and policies
2. Knowledge of University purchasing policies and procedures (including the use of the University pro-card)
3. Ability to develop a good rapport with staff, vendors, and University personnel
4. Must be highly organized and able to manage multiple priorities at one time
5. Knowledge of basic office procedures
6. Ability to learn use of high volume copier
7. Computer skills needed to accept copy jobs in various formats as well as proficiency in Microsoft suite
8. Flexibility needed to adapt to changes in technology and other needs of the department
9. Attention to detail
10. Well-developed oral and written communication skills
11. Experience in program, events and conference support and planning
12. Experience applying independent and sound decision making to recognize and solve problems
13. Customer service orientation required

COVID-19 Considerations:

UW-Madison continues to follow necessary health and safety protocols to protect our campus from COVID-19. All employees remain subject to the COVID-19 Workplace Safety Policy: . Please visit for the most up-to-date information.

Additional Information:

The successful candidate will be self-motivated, enthusiastic, and willing to accept and initiate new projects and learn new skills on a regular basis. They will also have a team-oriented work style, a proven ability to focus and independently oversee and organize multiple projects simultaneously and with tight deadlines, strict attention to detail with excellent time management and organizational skills, strong communication skills, strong problem-solving skills, and critical and conceptual thinking skills.



Work Type:

Full Time: 100%

This position requires work be performed in-person, onsite, at a designated campus work location.

Work Schedule:

7:45 am - 4:30pm M-F

Appointment Type, Duration:



Minimum $20.00 HOURLY
Depending on Qualifications

How to Apply:

To apply please click on "" and follow online instructions. Cover letter and Resume required. Upload as one bookmarked PDF document.


Katrina Olson
Relay Access (WTRS): 7-1-1 (out-of-state: TTY: 800.947.3529, STS: 800.833.7637) and above Phone number (See RELAY_SERVICE for further information. )

Official Title:

Administrative Assistant III(AD003)

Employment Class:

University Staff-Ongoing

Job Number:


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:

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 23 2021 Central Standard Time
Applications Close: Feb 6 2022 11:55 PM Central Standard Time

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