"Administrative Assistant"

Job Details

Salary:
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: University Staff
Employment Type: Regular
Job Profile: Administrative Assistant II
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 . 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.