Administrative Assistant III

Job Summary:

This position provides direct senior level administrative support to the department Directors, faculty, advanced practice providers, and management staff. Work is performed under limited supervision of the Cardiovascular Medicine Operations Manager. This position requires excellent communication and organizational skills and can manage multiple high-priority items in a timely manner. Provides mentorship to administrative and scheduling groups and assists with onboarding and recruitment within the Division. The position will be hybrid, minimum in office time is 2-3 days per week.

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.

• 20% Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• 30% 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
• 10% Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures
• 20% 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:

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:

Required Qualifications:
-Proficient in Microsoft Office Suite programs (Outlook, Word, Powerpoint)

Preferred Qualifications:
-Experience providing direct support to leadership
-Experience training new employees and/or colleagues on policies and updates

Work Schedule:

Work will be conducted Monday through Friday between 8am - 5pm. The exact schedule will be determined at the time of hire.

Work Type:

Full or Part Time: 80% - 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 $25.00 HOURLY
Depending on Qualifications
The starting pay rate for the position is $25 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/).

SMPH University Staff Benefits flyer: (https://uwmadison.box.com/s/656no0fcpy2tjg86s4v0chtxx25s3vsm)

Additional Information:

The successful incumbent should have the following soft skills:
-Ability to work in a fast paced environment
-Ability to perform work independently
-Excellent communication and organizational skills

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.

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