Administrative Assistant

Current Employees: If you are currently employed at any of the Universities of Wisconsin, log in to Workday to apply through the internal application process.

Job Category:

Employment Type:

Job Profile:

Job Summary:

The Administrative Assistant II will provide essential administrative support to the departments of Life Sciences Communication (LSC) and Genetics, within the College of Agricultural and Life Sciences (CALS). This full-time position serves as the first point of contact for the departments, offering a welcoming and professional presence while assisting faculty, staff, students, and visitors.

Key responsibilities include:
•    Preparing documents and maintaining departmental files
•    Processing student hires and supporting onboarding activities
•    Assisting with purchasing and financial transactions
•    Responding to inquiries and guiding guests
•    Managing mail distribution and recordkeeping

The ideal candidate will be self-motivated, highly organized, and skilled in time management, with the ability to multitask, prioritize, and meet deadlines while maintaining accuracy and attention to detail. Strong interpersonal skills and a customer service-oriented approach are essential for success in this role.

Additional Information:
•    After training, the employee may work remotely one day per week
•    A probationary period may be required
•    A criminal background check may be required

Key Job Responsibilities:

• Serves as a first point of contact for individuals and groups, provides basic organizational information via phone, in person and through other communication mediums, and routes more complex inquiries to the appropriate entities

• Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures

• May process student hourly appointments for the department

• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations

•    Initiates and assists with financial transactions for the department

• Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision

• Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums

Department:

College of Agricultural and Life Sciences, Department of Life Sciences Communication 

The employee will split their time between the departments of Life Sciences Communication (LSC) and Genetics. Learn more about LSC at https://lsc.wisc.edu and Genetics at https://genetics.wisc.edu/.

Compensation:

The minimum starting pay rate for this position is $25.00 per hour. Actual pay rate 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 

Required Qualifications:

•    Administrative support experience requiring excellent organizational and time management skills
•    Competency using Microsoft Office Suite and conferencing software such as Zoom, WebEx and Teams
•    Experience organizing and managing operational details/logistics, including scheduling, calendar management, and meeting arrangements

Preferred Qualifications:

•    Experience working in a higher education setting in an administrative role
•    Experience with financial processes and systems including expense reimbursements and purchasing cards
•    Experience with human resource systems

Education:

H.S. Diploma Preferred Minimum

How to Apply:

To apply for this position, please click on the "I am a current employee" button or "I am not a current employee" button under Apply Now. You will be prompted to upload the following documents.
          • Cover Letter
          • Resume

Please note, there is only one attachment field. You must upload all your documents into the one attachment field.

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 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 the appointment. University sponsorship is not available for this position.

References: Finalists will be asked to provide contact information (phone and email) for three references, one of which must be a current or former supervisor. References will not be contacted without prior notice.

Contact Information:

Hong Zhang

[email protected] 

Work Phone: (608) 265-4473

Fax: (608) 262-6716

Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

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.

The University of Wisconsin-Madison is an Equal Opportunity Employer. 

Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, 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 by acknowledging skills and expertise from all backgrounds and encourage all qualified individuals to apply. For more information regarding applicant and employee rights and to view federal and state required postings, visit the Human Resources Workplace Poster website.

To request a disability or pregnancy-related accommodation for any step in the hiring process (e.g., application, interview, pre-employment testing, etc.), please contact the Divisional Disability Representative (DDR) in the division you are applying to. Please make your request as soon as possible to help the university respond most effectively to you.

Employment may require a criminal background check. It may also require your references to answer questions regarding misconduct, including 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.