Administrative Assistant Ii

Job Summary:
The Administrative Assistant II serves as a member of the operations team for Center for Human Genomics and Precision Medicine (CHGPM), to support administrative, research, and outreach activities. The role reports directly to the Assistant Director and works closely with the Director and Center leadership team. The ideal candidate will be a reliable self-starter who will function with minimal general supervision. The position requires attention to detail, excellent communication skills, excellent organization skills, effective task and productivity tracking, as well as effective interaction with Center members, affiliates and visitors. It further requires familiarity and effective use of common office productivity and communication resources (such as Outlook, Word, Excel, and PowerPoint). Existing knowledge of University and School policies and procedures is preferred.
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

• 30% Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• 30% 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
• 20% Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums
• 10% Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision
• 10% Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures

Tasks:

• Schedules logistics and meetings, coordinates calendars, and secures resources for the CHGPM leadership team to contribute to day-to-day operational success.
• Independently draft correspondence on behalf of center leadership including drafting responses, composing memos, and preparing reports, letters, manuscripts, and other documents.
• Obtains meeting minutes, appropriately identifying, assigning and tracking tasks to ensure productivity.
• Maintains digital and paper records of communications and center files (as appropriate).
• Assists the Center leadership with special administrative projects including organizing meetings, seminars, symposia, and retreats.
• Serve as first point of contact and function as a resource on behalf of the CHGPM Director and Assistant Director for Center members, affiliates and visitors, including independently screening, prioritizing, and responding to inquiries and requests.
• Exercise discretion in directing the workflow of communication to and from other individuals within the organization, while maintaining confidentiality as needed.
• Lead the maintenance of an administrative operations manual, obtaining input from others as needed.
• Maintain current directories of faculty, staff, and students, including group lists.
• Coordinate the center's mail service and mailbox assignments, distributing mail, routing mail to other areas, and forwarding mail, as necessary. Coordinate sending out materials using express delivery services, such as UPS and FedEx.
• Manage office equipment, maintain, and order office and research supplies, as needed. Keep track of equipment service agreements and shared resource purchases.
• Create and maintain databases, records, and files in compliance with university policies. Assure that documents are easily (i.e., efficiently) retrievable and avoid excessive storage.
• Help and support with Center and building-related issues, including building access, lockers, and work orders.
• Serve as a primary resource to the Assistant Director and Director for any tasks generally consistent with this position description and be readily available for this purpose.

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:
Preferred
H.S. Diploma
Qualifications:
At least one year of experience in an administrative support role scheduling logistics and meetings, coordinating calendars, and securing resources or direct academic training are required. Familiarity and effective use of common office productivity and communication resources (such as Outlook, Word, Excel, and PowerPoint) and knowledge of academic, University, or School policies and procedures is preferred.
Work Schedule:
This position will require the employee to be on-site during normal office hours, i.e., Monday - Friday, 7:45 a.m. to 4:30 p.m., with some flexibility depending upon candidate preference and Center needs.
Work Type:
Full Time: 100%

It is anticipated this position requires work be performed in-person, onsite, at a designated campus work location.
Appointment Type, Duration:
Ongoing/Renewable
Salary:
Minimum $24.00 HOURLY
Depending on Qualifications
The starting salary for the position is $24.00 but is negotiable based on experience and qualifications.

Employees in this position can expect to receive benefits such as generous vacation, holidays, and sick leave; competitive insurances and savings accounts; retirement benefits. Benefits information can be found at (https://hr.wisc.edu/benefits/) and (https://uwmadison.box.com/s/656no0fcpy2tjg86s4v0chtxx25s3vsm)
Additional Information:
University sponsorship is not available for this position, including transfers of sponsorship. The selected applicant will be responsible for ensuring their continuous 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 an employer sponsorship) on or before the effective date of appointment. This position is an ongoing position that will require continuous work eligibility. UW-Madison is not an E-Verify employer, and therefore, is not eligible to employ F1 STEM OPT Extension participants. If you are selected for this position you must provide proof of work authorization and eligibility to work.
How to Apply:
To apply for this position, please click on the "Apply Now" button. You will be asked to upload a current resume/CV and a cover letter briefly describing your qualifications and experience. You will also be asked to provide contact information for three (3) references, including your current/most recent supervisor during the application process. References will not be contacted without prior notice.
Contact:
Kelly Rose
kbeall@wisc.edu
608-265-8069
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.
Official Title:
Administrative Assistant II(AD002)
Department(s):
A53-MEDICAL SCHOOL/CTR HUM GENOMICS PREC MED
Employment Class:
University Staff-Ongoing
Job Number:
303657-CP