Administrative Assistant III - Military Veterans

Job Summary:
This position performs complex and high level administrative, communication, and program support, facilitating the research, teaching and outreach activities of Trout Lake Station. Trout Lake Station is a UW-Madison Center for Limnology research and teaching facility located approximately 220 miles north of Madison in Boulder Junction, WI. The station is a bustling year-round field station that 1) supports 10-15 research projects; 2) hosts field classes; and 3) conducts outreach programs annually. The station also has conference space that is used by various organizations for public education. The station supports ~10 permanent staff and numerous national and international researchers who use the station facilities (>5500 person nights and >9000 day usage per year). The Trout Lake Station facilities include housing for up to 47 people in ten separate buildings, a main laboratory building with more than two dozen offices and laboratories, 2-10 vehicles depending on time of year, and about 30 boats with an assortment of trailers and motors.

This position is a daytime, full-time on site position that oversees and manages all aspects of daily office activities which include addressing visitor inquiries, orienting visiting researchers, and scheduling lodging and equipment use. This position assists with financial processing, annual budgeting, personnel onboarding, and usage reporting.

This position also delivers and assists with outreach program activities, strengthens partnerships, ensures adherence to policy and assists with program administration to promote a stable and productive relationship between the university and local community. The position provides assistance to scientists, postdocs, graduate and undergraduate students and station staff to facilitate successful performance of their teaching, research, service, outreach, administrative, and maintenance duties. This position requires excellent administrative, organizational, communication, and interpersonal skills and independence in planning and implementation. The person in this position will be required to develop thorough knowledge of University and Trout Lake Station policies, procedures, and research performed on site to ensure the station runs smoothly. This position works independently and has delegated authority to exercise judgment and decision-making along program lines that are governed by a variety of complex rules and regulations within the University system. Work is performed under general supervision. This position completes projects independently, including coordinating use of facilities, web, social media, database management, and administrative support within the context of a world-class research environment.

The successful candidate will be part of a team based out of Trout Lake Station in Boulder Junction, WI, and will regularly collaborate with administrative, financial, outreach, and communication staff in Madison at the Center for Limnology Hasler Laboratory and College of Letters and Science. Trout Lake Station is an attractive work location nestled in the Northwoods of Wisconsin where there are ample outdoor recreational opportunities and many nearby places to live. The year-round and seasonal communities at Trout Lake Station are highly interactive, supportive communities that encourage diverse perspectives and support employee well-being.

This position has been identified as a position of trust with access to vulnerable populations. The selected candidate will be required to pass an initial caregiver check to be eligible for employment under the Wisconsin Caregiver Law and every two years.
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.

• 25% Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• 25% 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
• 10% Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures
• 10% 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
• 10% Researches, develops, and organizes team educational and outreach content and materials.
• 10% Delivers outreach and educational content and materials in person, written, and virtually to community members.

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:
- Experience scheduling and coordinating in a professional setting
- Excellent verbal and written communication skills
- Experience working in a team environment
- Experience with community engagement
- Qualify to become an authorized UW driver

Preferred Qualifications:
- Experience in science communication, writing for the public
- Experience developing outreach or educational programming
- Demonstrated ability to work independently and complete tasks
- Experience in facilitating purchasing, hiring, and basic institutional operations following established policies and procedures
- Proficiency in Microsoft Office Suite (Excel, Power Point, Word, Outlook)
License/Certification:
Required
Drivers License - Valid and Meets UW Risk Management Standards
Work Schedule:
Monday through Friday
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 $24.00 HOURLY
Depending on Qualifications
The typical starting salary for this position is $24 - $28 per hour depending on qualifications and experience. Employees in this position can expect to receive benefits such as generous vacation, holidays and paid time off; competitive insurance and saving accounts; and retirement benefits.
Additional Information:
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 need of employer sponsorship) on or before the effective date of appointment. University sponsorship is not available for this position.
How to Apply:
Please click on the "Apply Now" button to start the application process.

Applications must be submitted by 11:55 pm on the deadline date. To apply, please upload a cover letter and resume. Your cover letter and resume should address how your skills, knowledge, and abilities are transferrable to this role. Additional materials submitted other than your cover letter and resume will not be considered.

Selected applicants may be initially invited for a phone conversation and then will receive an invitation to participate in on-site interviews at Trout Lake Station in Boulder Junction, WI shortly following the application deadline. Once final applicants are identified, they will be asked to provide names and contact information for at least three professional references, including a current/most recent supervisor.

For questions on the position, contact: Alyssa Luckey Winters, ajluckey@wisc.edu .
Contact:
Alyssa Luckey Winters
ajluckey@wisc.edu
608-262-3304
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.
Official Title:
Administrative Assistant III(AD003)
Department(s):
A48-COL OF LETTERS & SCIENCE/CTR FOR LIMNOLOGY
Employment Class:
University Staff-Ongoing
Job Number:
311918-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 .