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This position administers and coordinates the daily operations of the Office of the Secretary of the Faculty, ensuring efficient operations and functioning as a part of a team to provide assistance to faculty and stakeholders of the university.
This position is responsible for general office operations, including overseeing the guest experience and receiving and responding to guests and inquiries, purchasing materials and supplies, implementing office equipment and system changes, monitoring office management and designing innovative work systems, managing award and supply budgets and expenditures, tracking and entering data, drafting and sending correspondence, maintaining the IT infrastructure, and managing both online and physical records and archives.
This position also assists in planning and organizing faculty meetings and events and in supporting critical processes. In addition, this position will provide direct support to the secretary of the faculty and deputy secretary of the faculty, helping to support special projects, compile data, and schedule meetings.
Individuals who excel in the role will have an exceptional ability to express themselves through verbal and written communication, exercise significant independent initiative, and apply a high level of administrative, problem solving, and analytical abilities. A successful candidate will have the ability to manage multiple tasks and adapt to changing priorities. 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.
Reporting to Deputy Secretary of the Faculty, this position is among a team of five within the Office of the Secretary of the Faculty, which plays a key role in the governance of the University of Wisconsin-Madison.
- 30% Implements and executes established policies and procedures for a designated work unit to adhere to unit objectives and to align with established strategies
- 20% Schedules logistics and secures resources for a designated work unit to contribute to the day-to-day operational success
- 20% Analyzes data and trends, compiles progress reports, and provides appropriate recommendations or conclusions in support of the assigned operational work unit(s)
- 5% Assists, recommends, and advises staff on unit or program administrative issues, personnel matters, and budgetary problems
- 5% Serves on committees and attends meetings, representing the interests of the unit or program
- 20% Coordinates the daily operations of the office and supports office-level administrative duties and processes
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:
Preferred
Associate's Degree
- Strong interpersonal skills, including the ability to establish and maintain effective working relationships.
- Strong verbal and written communication skills.
- Excellent organizational skills, and the ability to manage and prioritize multiple, concurrent projects.
- Ability to be meticulous and pay attention to details.
- Ability to maintain confidentiality.
- Ability to work independently, as well as function effectively in a team and with a diverse group of people.
- Ability to adapt to new situations and develop solutions for success.
- Proficient with position-related software (e.g., Microsoft Office, virtual meeting platforms, Google suite), and ability to quickly learn new platforms.
Full Time: 100%
Our office currently provides the option to work remotely one day per week.
Ongoing/Renewable
Salary:Minimum $52,000 ANNUAL (12 months)
Depending on Qualifications
Actual salary will depend on experience and qualifications.
This position offers a comprehensive benefits package, including generous paid time off, competitively priced insurance plans, tax-advantaged savings accounts, and participation in the nationally recognized Wisconsin Retirement System (WRS) pension fund. Learn more at .
Click the 'Apply Now' button above to begin. After creating a UW Jobs profile, you will be asked to upload a cover letter and resume highlighting your experience and skills as they relate to the listed qualifications. You will also be asked to provide names and contact information for three professional references. References will not be contacted without notifying you first.
Contact:Kory Breuer
Relay Access (WTRS): 7-1-1. See for further information.
Administrative Specialist(AD006)
Department(s):A01-GENL EDUCATIONAL ADMIN/SECRETARY OF THE FACULTY/GEA/SECY OF THE FAC
Employment Class:Academic Staff-Renewable
Job Number:296911-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.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 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 .
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.
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/