Administrative Assistant - Mathematics

The Department of Mathematics at UW-Madison is seeking an Administrative Assistant to join our talented administrative support team. One of the largest on campus, Mathematics is home to over 400 workers including faculty, academic staff, university staff, pre- and postdoctoral trainees; as well as graduate and undergraduate student employees. This position offers a dynamic and collaborative work environment including a broad range of challenging and varied administrative responsibilities. A successful candidate will be enthusiastic, motivated, and have excellent interpersonal and organizational skills.

The person in this role will be expected to provide general support to the members of the administrative team by coordinating several operational and ad hoc duties. This position functions as a primary contact person for the department and provides critical administrative support for the Department Administrator and Department Chair. In addition to this support, the person in this role will be responsible for maintaining our social media and website, coordinating fundraising, and overseeing the work of student hourly support staff.

This detail-oriented position requires excellent administrative, organizational, and communication (verbal, written, and electronic) skills as well as computer proficiency with a variety of applications. It requires considerable professionalism, confidentiality, independent initiative, sound judgement, analytic ability, and problem-solving skills. The successful candidate will have the ability to manage competing priorities as well as the ability to work independently in dealing with a diverse workload and varied responsibilities.

This position is 100% on site. Remote work is not available for this role.

• 5% Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• 35% Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums
• 15% Prepares and audits complex records, edits documents, and reviews work done by others
• 20% Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures
• 10% 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% Purchase and distribute office supply inventories, tracking expenditures and maintaining required records
• 5% Provides administrative support and logistics management for the annual Wisconsin Mathematics, Science and Engineering Talent Search competition
• 5% Oversee work of student hourly office support staff (2 students per year)

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

Preferred
H.S. Diploma

Required Qualifications:

- Excellent verbal and written communication skills
- Experience using Microsoft Office and Google Suite for coordinating and processing work activities
- Excellent interpersonal skills including ability to work with people from a wide variety of backgrounds, cultures, and levels of education

Preferred Qualifications:

- Minimum 1 year experience working in a similar role
- Experience creating professional communications for diverse audiences (e.g. social media, customer service, student support)

Standard business hours are 7:45-4:30 M-F.

Full Time: 100%

It is anticipated this position requires work be performed in-person, onsite, at a designated campus work location. Remote work is not available for this position.

Ongoing/Renewable

Minimum $23.00 HOURLY
Depending on Qualifications
The typical starting salary for this position is $23.00 - $30.62 an hour depending on qualifications and experience. Employees in this position can expect to receive benefits such as generous vacation, holidays and paid time off; competitive insurances and saving accounts; and retirement benefits.

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 appointment. University sponsorship is not available for this position.

Please click on the "Apply Now" button to start the application process.

Applications must be submitted by 11:55 pm on the deadline date. To apply, please upload a cover letter and resume. Your cover letter and resume should address how your skills, knowledge, and abilities are transferrable to this role. Additional materials submitted other than your cover letter and resume will not be considered. Please note your application materials may be used as a writing sample.

Selected applicants will be invited to participate in virtual interviews (via Zoom) to be held approximately 7-10 days after the posting closes. An additional round of interviews may be requested and will be scheduled individually. 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.

At UW-Madison, we are dedicated to building a diverse, inclusive, and authentic workplace, so if you're excited about this role, we encourage you to apply.

For questions on the position contact: Heidi Udelhoven hudelhoven@wisc.edu or 608-263-2023.

Heidi Udelhoven
hudelhoven@wisc.edu
608-263-2023
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

Administrative Assistant III(AD003)

A48-COL OF LETTERS & SCIENCE/MATHEMATICS/MATH

University Staff-Ongoing

294782-CP