Administrative Assistant

Universities of Wisconsin; Milwaukee (WI); On-site; USD 29,000 - 32,000; Part time

Job summary

The Universities of Wisconsin in Milwaukee seeks an Administrative Assistant II to support the School of Freshwater Sciences. This part-time role covers front-d office operations, event coordination, onboarding/offboarding, and records management, with emphasis on professional service and efficient operations.

Ideal candidates have an associate degree and 2+ years in admin roles, strong Microsoft 365 skills, and excellent organizational and communication abilities in a dynamic academic setting.

Qualifications

• Associate degree in Business Administration, Office Administration, Communications, Higher Education Administration, or related field; equivalent combination of education and experience may be considered.
• Two years of progressively responsible administrative, executive support, office management, or customer service experience.
• Experience coordinating meetings, events, schedules, and office operations.
• Experience managing digital files and collaboration platforms such as SharePoint and OneDrive.
• Strong written and verbal communication skills.
• Demonstrated ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Excellent organizational, problem-solving, and customer service skills.

Responsibilities

• Serve as the primary receptionist and first point of contact for visitors, building occupants, and external partners.
• Maintain shared spaces, including meeting rooms, mailrooms, copy areas, supply cabinets, and common areas.
• Support the building’s mail, shipping, receiving, and related tracking and billing processes.
• Assist with onboarding and offboarding activities for employees and other building occupants, including access and resource coordination.
• Assist with coordination of school events, meetings, and building activities, including scheduling, logistics, and resource management.
• Assist with space reservations and scheduling for school-hosted and external meetings and events at the Great Lakes Research Facility (GLRF).
• Provide technical support for school and facility events, meetings, and presentations, including setup and troubleshooting of Microsoft 365 applications, audio/visual equipment, and video conferencing technology.

Skills

Communication

Organizational skills

Multitasking

Customer service

Education

Associate degree in Business Administration or related field

Bachelor’s degree in Business Administration or related field

Tools

SharePoint

OneDrive

Microsoft Forms

Job description

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.

Position Title:

Administrative Assistant

Job Category:

University Staff

Employment Type:

Temporary (Fixed Term)

Job Profile:

Administrative Assistant II

Job Duties:

The Administrative Operations Coordinator provides administrative, operational, and to the School. Serving as the primary point of contact for visitors, faculty, staff, students, and external partners, this position ensures the efficient day-to-day operation of the School’s administrative functions and facilities. The role coordinates front office activities, communications, event logistics, employee onboarding and offboarding, records management, and technology support for meetings and presentations. Success in this position requires exceptional organizational skills, professionalism, customer service orientation, proficiency with Microsoft 365 (Outlook, Teams, SharePoint, OneDrive, PowerPoint, and Microsoft Forms) and other digital collaboration tools, and the ability to manage multiple priorities in a dynamic academic environment.

This is a part time position with an estimated 20 hours per week.

Job Responsibilities

Front Office and School Operations Support (50%)

• Serve as the primary receptionist and first point of contact for visitors, building occupants, and external partners.
• Maintain shared spaces, including meeting rooms, mailrooms, copy areas, supply cabinets, and common areas.
• Support the building’s mail, shipping, receiving, and related tracking and billing processes.
• Assist with the onboarding and offboarding activities for employees and other building occupants, including access and resource coordination.
• Assist with the coordination of school events, meetings, and building activities, including scheduling, logistics, and resource management.
• Assist with space reservations and scheduling for School-hosted and external meetings and events held at the Great Lakes Research Facility (GLRF).
• Provide technical support for school and facility events, meetings, and presentations, which may include setup, configuration, and troubleshooting of Microsoft 365 applications, audio/visual equipment, video conferencing technology, and digital collaboration tools.

Key Job Responsibilities:

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

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

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

• 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

Department: School of Freshwater Sciences

Compensation: $21-$23/Hour

Required Qualifications:

• Associate degree in Business Administration, Office Administration, Communications, Higher Education Administration, or a related field; equivalent combination of education and experience may be considered.

• Two (2) years of progressively responsible administrative, executive support, office management, or customer service experience.

• Experience coordinating meetings, events, schedules, and office operations.

• Experience managing digital files and collaboration platforms such as SharePoint and OneDrive.

• Strong written and verbal communication skills.

• Demonstrated ability to manage multiple priorities and meet deadlines in a fast-paced environment.

• Excellent organizational, problem-solving, and customer service skills.

Preferred Qualifications:

• Bachelor’s degree in Business Administration, Communications, Public Administration, Higher Education Administration, or a related field.
• Experience working in a university, educational, research, nonprofit, or public-sector environment.
• Experience coordinating facility scheduling, conference services, or event logistics.
• Experience creating newsletters, reports, presentations, and organizational communications.
• Knowledge of audio/visual equipment, video conferencing technologies, and hybrid meeting support.
• Experience with travel coordination, purchasing, financial processing, and records management.
• Demonstrated ability to work independently while collaborating effectively with diverse stakeholders.
• Experience using Microsoft Forms and other collaborative technology platforms.