Administrative Assistant Iii

Job Summary:
The Department of Residence Life in University Housing is recruiting an Administrative Assistant to join our team!

We're committed to providing a secure and inclusive environment that supports learning, personal development, and community engagement through our shared values of Care, Community, Development, and Wellness.

Our Administrative Assistant is vital in helping us accomplish these priorities by providing administrative support to our 30+ career staff and 300+ student staff and for multiple areas across the department. The individual hired to this position will use their strong organizational, time-management, and communication skills to assist with the on and offboarding of our career and student staff team, database management, purchasing support, and project management.
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.

• 10% 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
• 25% Prepares and audits complex records, edits documents, and reviews work done by others
• 25% Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures
• 25% 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:

• Adds, removes, and reviews permissions for staff in the housing information system
• Coordinates financial tracking and budget material distribution.
• Facilitates administrative logistics for large department functions, including for career and student staff
• Recruitment/ Onboarding/Offboarding/Orientation/Training.
• Facilitates monthly census distribution in halls (collaborates with Assignments and Desk Services, main
  communicator with students)
• Performs event management system approvals and trainings. Assists with reserving spaces.
• Performs variety of tasks from different professional staff across department (for department, division, campus initiatives) - may include preparing materials/developing surveys/compiling reports and communicating with students/staff etc.
• Provides support and assists as needed in the implementation of plans and procedures in an event of an emergency.

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
Bachelor's Degree
Qualifications:
Required
- Two years of full-time (or four years part-time) experience providing administrative support in an office and/or university setting
- Experience with and effective use of common office productivity and communication resources (such as Outlook, Word, Excel, PowerPoint, and Adobe Acrobat software)
- Experience providing excellent customer service using care and discretion with sensitive information

Preferred
- Experience with database management and related tools (StarRez, SharePoint, Power Automate, Event Management Systems, etc.)
- Experience managing multiple projects from different areas simultaneously
- Experience with purchasing, travel arrangements, and travel reimbursements
Work Schedule:
Primary schedule for this position is daytime business hours, 7:45am-4:30pm with some evenings and weekends as needed. Schedule alterations as operation and position expectations demand.
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
Salary:
Minimum $25.37 HOURLY
Depending on Qualifications
This is a full-time appointment. The starting hourly wage is $25.37 or higher based on qualifications and includes a competitive retirement and benefits package.

This position offers a comprehensive benefits package, including generous paid time off, competitively-priced health/dental/vision/life insurances, tax-advantaged savings accounts, and participation in the nationally-recognized Wisconsin Retirement System (WRS) pension fund. For a summary of benefits, please visit: https://www.wisconsin.edu/ohrwd/benefits/download/univstaff.pdf
Additional Information:
A criminal background check will be conducted on finalist(s).

Please note that successful applicants 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.

University Housing may communicate with you about your application status using a text messaging service. To opt-out please reply "STOP" to text messages received or contact University Housing HR at hr@housing.wisc.eduor 608-262-2766. Message and data rates may apply.
How to Apply:
Please submit a resume and cover letter within the online application system. Within your cover letter, please describe how your qualifications and experience meet the required and preferred criteria for this position.

Applications for this position may be considered for other vacancies in this title within University Housing, including those which may have a different work schedule and/or requirements from this vacancy.
Contact:
Caleb Georgeson
hr@housing.wisc.edu
608-262-2766
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.
Official Title:
Administrative Assistant III(AD003)
Department(s):
A85-UNIVERSITY HOUSING/RES LIFE/RL ADMIN
Employment Class:
University Staff-Ongoing
Job Number:
304485-CP