Curricular and Administrative Assistant

University of Wisconsin Madison; Madison (WI); On-site; USD 10,000 - 60,000; Part time

Job summary

The Department of Physics at a leading university seeks a detail-oriented Administrative Assistant to manage curriculum scheduling and provide administrative support. The role involves organizing curricular information, scheduling rooms, and supporting departmental events, requiring excellent communication and organizational skills.

Benefits

Generous vacation

Paid time off

Competitive insurance

Retirement benefits

Qualifications

• Minimum of two years of professional working experience preferred.
• Experience working with general curricular elements and structures.

Responsibilities

• Schedules logistics and secures resources for meetings and travel.
• Prepares and audits complex records and reviews work done by others.
• Develops and maintains methods for electronic/physical records.

Skills

Attention to Detail

Organization

Customer Service

Communication

Education

Bachelor's Degree

Tools

Microsoft Office

Google Suite

Job description

Job Summary:	The Department of Physics is seeking a detail-oriented, organized, self-motivated individual to manage departmental curriculum scheduling and to provide administrative support to the student services team and the department office, in general. Primary responsibilities include collecting, organizing, and entering curricular information. Incumbent will also manage room scheduling, enrollments, waitlists, and course evaluations. This position will be responsible for handling the logistics for some departmental events such as the spring prospective graduate student visits and will provide backup for purchasing and travel, as needed. This position interacts regularly with faculty, staff, trainees, and both graduate and undergraduate students. Successful candidates will have outstanding organizational and interpersonal skills, attention to detail, excellent communication skills, flexibility, and the ability to prioritize tasks. The work is done independently and with attention to FERPA and HIPAA protected information. The Department of Physics provides a collegial and supportive environment, and values work- life balance. We strive to provide our employees space to grow, opportunities to explore areas of personal interest within their field and we are committed to all of the employees' success.
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. 20% 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 25% 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 20% 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 5% Serves as backup for purchasing and travel
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:	Preferred Bachelor's Degreefrom an accredited 4 year College/University.
Qualifications:	Required Qualifications - Demonstrated attention to detail and organization - Demonstration of meeting deadlines for time-sensitive tasks - Demonstration of excellent customer service skills - Proficiency in Microsoft Office and Google Suite - Strong oral and written communication skills Preferred Qualifications - Minimum of two years of professional working experience. - Experience working with general curricular elements and structures - Experience collaborating with university partners - Experience with campus systems such as SIS and 25Live a bonus - Demonstration of creativity in problem solving - Demonstration of taking initiative to suggest process improvements
Work Schedule:	20 hours a week, Monday through Friday with some flexibility for daily arrival and departure times.
Work Type:	Part Time: 50% 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 $21.63 HOURLY Depending on Qualifications The typical starting wage for this position is $21.63 - $30.62 per hour. 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:	University sponsorship is not available for this position, including transfers of sponsorship. The selected applicant will be responsible for ensuring their continuous 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 the need of an employer sponsorship) on or before the effective date of appointment.
How to Apply:	Please click on the "Apply Now" button to start the application process. We are eager to learn more about how your experience and passion align with this position. You will be asked to upload a resume and cover letter as a part of the application process. Your cover letter and resume should address how your skills, knowledge, and abilities are transferable to this role. Additional materials submitted other than your cover letter and resume will not be considered. Selected applicants will receive an invitation to participate in virtual interviews 7-10 business days following the application deadline. Those moving on to second round interviews will be invited to an in-person interview at UW-Madison. 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: Sharon Kahn at [e-mail] or [phone]
Contact:	AIMEE LEFKOW [e-mail] 608-263-2267 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/PHYSICS/PHYSICS
Employment Class:	University Staff-Ongoing
Job Number:	314639-CP
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, click here 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 Division 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 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 .