Administrative Assistant III - Military Veterans

Job Summary:
Under general supervision of the Administrative Director, this position provides critical oversight for the administrative team of the Biotechnology Center and Center For Genomic Science Innovation. The position coordinates complex administrative activities among Biotech and CGSI staff members and University research administrators at various levels. This position must also have knowledge related to federal, state and local government agency sponsors, Foundations, Non-profit organizations and Associations. They must establish and maintain communication links with other external constituencies and assist visitors. In addition, the position processes procurement card transactions and monitors these activities. This position manages the reception areas for The Biotechnology Center, answer phones and is the face of Biotech. Additional responsibilities include, but are not limited to: scheduling meetings annually for internal and external committees, and other events, oversee supply requisitions, maintain and update databases, maintenance of files and email lists, shipping, and direction of student hourly employees.

This position requires considerable independent initiative and judgment and a high level of administrative problem-solving and analytic ability. This position requires excellent management and administrative skills, oral and written communication skills, and human relations skills. Excellent organizational skills are essential for success in this position. The employee will act in a consultative role to the Biotechnology Management Team.
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.

• 30% Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• 20% Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums
• 10% Prepares and audits complex records, edits documents, and reviews work done by others
• 15% Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures
• 5% 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
• 20% Serves as a point person for Pcard purchases how@UW, honorarium payment processing, FedEx reconciliation, and other minor fiscal tasks for the Core/Lab/Group.

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:
Required
H.S. Diploma
Qualifications:
Well-qualified applicants will have the following preferred experience:
-Knowledge of software programs/systems, such as Microsoft Word, Excel, PowerPoint, and web applications, WISER, Work Day and PeopleSoft.
-General knowledge of UW-Madison's policies and procedures related to the administration of extramural support.
-Knowledge of UW System policies and procedures related to travel, purchasing, and event management is preferred.
-Exceptional customer service skills. Ability to build and maintain effective working relationships with colleagues.
-Excellent time management skills and ability to work quickly and accurately under pressure in a fast paced, deadline oriented environment.
-Detail oriented with excellent organizational skills.
-Ability to work both independently and in a team environment to manage and coordinate multiple complex projects and programs.
-Must be able to exercise superior judgment and skill in handling sensitive and confidential matters. Must possess excellent communication skills in order to handle inquiries with diplomacy and tact. Proficiency in making a wide variety of decisions, analyzing situations and exercising good judgment.
-Excellent written and verbal communication skills.
-Self-motivated and proactive working style, personable and welcoming attitude and proven ability to collaborate effectively.
Work Schedule:
Work will be Monday through Friday during standard business hours.
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 $21.41 HOURLY
Depending on 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 Information:
A successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment. University sponsorship is not available for this position.
How to Apply:
To be considered, applications must be submitted online. Please click on the "Apply Now" button to start the application process. You will be required to upload a cover letter and resume. Cover letters will be used as a writing sample and to determine the best-qualified applicants. Your cover letter should include all relevant education and/or work experience as it relates to this position.
Contact:
Jennifer Reed
jlreed5@wisc.edu
608-262-3978
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.
Official Title:
Administrative Assistant III(AD003)
Department(s):
A34-OVCR/BIOTECH/BIOTECH
Employment Class:
University Staff-Ongoing
Job Number:
312019-CP
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 .