Mechanical Engineering Office Manager

UWMSN University of Wisconsin Madison; United States; On-site; USD 27,000 - 39,000; Full time

Job summary

University of Wisconsin–Madison’s College of Engineering, Department of Mechanical Engineering, seeks an Administrative Assistant II to act as the primary contact for the ME department and provide essential administrative support in a fast-paced setting.

Under supervision, you will handle communications, scheduling, and basic financial tasks for events, ensuring confidentiality, professionalism, and effective teamwork within a diverse department.

Qualifications

• Extensive experience in customer service or public-facing office environment.
• Extensive experience with Microsoft Office.
• Experience collaborating with a team on projects and coordinating workflows.

Responsibilities

• Serves as a first point of contact for department inquiries and directs complex questions appropriately.
• Sends, receives, copies, and distributes communications following policies and procedures.
• Collects and prepares communications materials using established sources and technology.
• Maintains electronic/physical records per department policies.
• Assists with financial transactions related to department events.
• Schedules meetings, conferences, travel, and unit operations.

Skills

Customer service

Office administration

Communication

Team collaboration

Education

Associate’s degree

Tools

Microsoft Office

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 Details

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.

Benefits

• Employees in this position can expect to receive benefits such as generous vacation, holidays, and sick leave; competitive insurances and savings accounts; retirement benefits.

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

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.

Contact Information

Catherine Carter, [e-mail]; 608.265.2155 Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

Work with purpose, make an impact, and grow your career. The University of Wisconsin–Madison is committed to equity, inclusion and employee well-being as we proudly work to improve the lives of people in Wisconsin and beyond. UW–Madison offers a wide range of professions that cover various interests and skill levels. We employ everything from accountants to arborists, chefs to custodians, editors to electricians, graphic designers to groundskeepers, HR associates to HVAC technicians, librarians to locksmiths, mechanics to medical assistants, painters to police officers, web designers to welders, and absolutely everything in between! No matter what you are looking for professionally, chances are you will not only find it but will thrive at it while working at the University of Wisconsin–Madison.