Mechanical Engineering Office Manager

Universities of Wisconsin; Madison (WI); On-site; USD 27,000 - 39,000; Full time

Benefits offered by this job

Vacation leave

Sick leave

Insurance

Retirement benefits

Job summary

Universities of Wisconsin—Madison seeks an Administrative Assistant II in the Mechanical Engineering department to support the department office under the Department Administrator. This role serves as the primary contact, handling communications, records, and travel logistics in a fast-paced environment.

Regular, in-person position with starting pay at $24.00 per hour, negotiable based on experience and qualifications.

Qualifications

• Extensive experience in customer service and/or public facing professional office environment required.
• Extensive experience with Microsoft Office required.
• Experience collaborating with a team on projects, developing standards, sharing ideas and coordinating workflows.

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
• 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
• Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
• Assists with financial transactions related to department events.
• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations

Skills

Customer service

Public facing office environment

Microsoft Office

Education

Associate degree preferred

Tools

Workday

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.

Job Category:

University Staff

Employment Type:

Regular

Job Profile:

Administrative Assistant II

Job Summary:

Mechanical Engineering is a large, research-intensive department with over 55 faculty, 1,800 students, and more than $36M in annual operational and research expenditures. The department is supported by an innovative and collaborative administrative team of 15.

Under the general supervision of the Department Administrator, the Administrative Assistant II functions as the primary contact person for the department office and provides critical administrative support for the Department of Mechanical Engineering (ME). This detail-oriented position requires excellent administrative, organization, and communication (oral, written, and electronic) skills as well as computer proficiency. It requires considerable professionalism, confidentiality, independent initiative, sound judgement, analytic ability, and problem-solving skills in a high-paced multi-tasking environment.

Additional Information:

• The successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment. University sponsorship is not available for this position.
• This position requires work be performed in-person, onsite, at a designated campus work location.

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
• 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
• Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
• Assists with financial transactions related to department events.
• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations

Department:

College of Engineering, Department of Mechanical Engineering

Compensation:

The starting rate for the position is $24.00 per hour, but is negotiable based on experience and qualifications.

Employees in this position can expect to receive benefits such as generous vacation, holidays, and sick leave; competitive insurances and savings accounts; retirement benefits. Please review the summary of benefits for more information.

Required Qualifications:

• Extensive experience in customer service and/or public facing professional office environment required.
• Extensive experience with Microsoft Office required
• Experience collaborating with a team on projects, developing standards, sharing ideas and coordinating workflows.

Preferred Qualifications:

• Experience with following policies and procedures related to travel, purchasing, and event management.
• Experience with Workday
• Experience in Higher Ed
• Demonstrated time management and organizational skills with strong attention to detail.
• Demonstrated excellent communications skills

Education:

Associate’s degree is preferred

Contact Information:

Catherine Carter, [e-mail]; 608.265.2155

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 backgroundsand 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.