Job Summary:
This position provides direct, high-level administrative support to multiple associate deans in the College of Agricultural and Life Sciences (CALS) and provides program-level and office support for the CALS Office of the Dean and Director to ensure smooth and efficient operations.
The position will involve independently coordinating, scheduling, and maintaining the associate deans' electronic calendars, organizing and staffing committee meetings, and providing programmatic support to the associate deans and to the office. The position will serve as a point of contact for the associate deans and the office and will use discretionary judgement to independently respond to inquiries. This position requires a strong communicator with proven interpersonal skills, who can establish and maintain effective working relationships and exhibit a customer service-oriented attitude in interactions with visitors, faculty, staff, and students.
The individual in this position will be privy to sensitive discussions at the senior leadership level, and as such, must appropriately ensure confidentiality in all interactions.
A successful candidate will thrive in a fast-paced office environment, manage multiple tasks, and adapt to changing priorities. An ideal candidate should be able to take initiative while exercising good judgement and discretion, and have a track record of being able to work both independently and as part of a team. Ideally, this individual will be able to use their strong attention to detail, and familiarity with a wide array of office tools, to approach administrative tasks with a solutions-oriented mindset. Previous executive assistant experience is not required.
Responsibilities:
Provides administrative support to leadership in a college or division of the institution in support of unit goals. Utilizes discretion and operates with minimal supervision.
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
Qualifications:
Required Qualifications
- Providing administrative support to internal and external customers and stakeholders (e.g., responding to inquiries, technical support, ensure follow-up and follow-through, planning and support for visitors, adaptability, communicating with program participants)
- Organizational and time-management skills that include multi-tasking, prioritizing, and meeting deadlines. Include the methods you apply and/or the approach you take to manage your time
- Experience using email, word processing, spreadsheets, databases, Google suite (sheets, docs). Describe the tasks you've performed using the software
- Calendar management (planning, organizing, and coordinating the schedules of others)
- Scheduling, coordinating, and communicating with participants for in-person and virtual meetings (Teams, Zoom, Doodle, etc.). (Some meetings involve people in multiple time zones.) Describe the depth of your experience using meeting polls and scheduling platforms
- Monitoring expenditures, purchasing, and budget management (e.g., purchasing office supplies, monitoring budget balances, creating expense reports, managing a purchasing card)
Preferred Qualifications
- Working with UW financial systems such as WISER, Shop@UW, etc.
- Managing travel arrangements according to UW travel policy and with UW travel vendors
- Event planning (e.g., budget; agenda; develop content; prepare materials)
- Working with project or office management tools or approaches such as Asana, Sharepoint, Slack, etc.
- Experience taking meeting minutes/notes (attending meetings and actively listening to ensure accuracy of notes)
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.
The selected candidate may work from a remote location up to 2 days per week. Regular hours are 8:00am - 4:30pm, Monday through Friday. Occasional nights and weekends may be required for this position.
Appointment Type, Duration:
Ongoing/Renewable
Salary:
Minimum $54,600 ANNUAL (12 months)
Depending on Qualifications
The annual starting salary range for this position is $54,600-$65,000. However, final salary will depend on experience and qualifications. Employees in this position can expect to receive benefits such as generous vacation, holidays, and paid time off; competitive insurances and savings accounts; retirement benefits. Additional benefits information can be found at: https://www.wisconsin.edu/ohrwd/benefits/download/fasl.pdf
Additional Information:
-Criminal Background Check may be required
-A 12-month Evaluation Period may be required
-The successful applicant will be responsible for ensuring eligibility for employment in the United States by the start of the appointment. University sponsorship is not available for this position.
How to Apply:
Click on the "Apply Online" button to start the application process. You will be prompted to upload the following documents/Application Materials:
Resume (required) - Detail your educational and professional background
Cover letter (required) - Refer to your related work experience
It's important that your cover letter and resume reflect your experience for this position related to the Qualifications section.
Your application materials will be used during our evaluation to determine your qualifications as they relate to the job. The most qualified applicants will be invited to participate in the next step of the selection process.
Please note that your resume and cover letter will be used to evaluate your written communication skills. Materials will be evaluated for the following: grammar, spelling, punctuation, organization, and clarity.
Contact:
Sonia Parker
sonia.parker@wisc.edu
608-890-2547
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.
Official Title:
Executive Assistant I(AD010)
Department(s):
A07-COL OF AG & LIFE SCIENCES/ADMIN/DEAN & DIR
Employment Class:
Academic Staff-Renewable
Job Number:
310584-AS
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. For more information regarding applicant and employee rights and to view federal and state required postings, click here
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 may require a criminal background check. It may 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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University of Wisconsin Madison
$54,600 ANNUAL (12 months)
paid time off
Jan 23, 2025