Administrative Assistant III

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Job Category:
University Staff

Employment Type:
Regular

Job Profile:
Administrative Assistant III

Job Summary:

This position provides advanced administrative support to the faculty within the School of Pharmacy by serving as a key partner in supporting faculty, the CliPIR division, and school-wide initiatives, requiring collaboration with a wide range of internal and external stakeholders.

This role supports a variety of administrative and programmatic efforts, helping to manage timelines, track progress, and ensure successful execution of multiple concurrent priorities. Tasks for this position will include scheduling, program coordination, planning of events, lectures/seminars, and conferences in cooperation with the Event Manager, liaising with LinkUW and the Business Office, assisting with recruitments, and more. The position requires the ability to adapt to changing needs while maintaining a high level of organization and attention to detail.

These responsibilities require effective communication and excellent administrative, organizational, and interpersonal skills. This role requires initiative and independent judgment to manage multiple deadlines and follow through on completion of tasks. This position functions independently under the supervision of the Dean's Office Administrative Manager.

Key Job Responsibilities:

• Prepares and audits complex records, edits documents, and reviews work done by others

• Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures

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

• 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

• Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums

Department:

The Dean's Office is a highly collaborative team, providing coordinated administrative and programmatic support across all units of the School of Pharmacy. Team members work closely with one another, as well as faculty, staff, and leadership to deliver consistent, efficient, and high-quality support that advances the school's mission. The Dean's Office is committed to supporting our academic programs, faculty development, events for faculty, staff, and students, and strategic initiatives, while fostering team growth and a shared commitment to excellence.


This role will also work closely with the CliPIR divisional leadership and faculty to support their mission to advance pharmacy practice, research, and education.

Compensation:

Qualified candidates can expect to earn between $24 and $27 per hour. Candidates who are highly qualified may earn between $27 and $30 per hour.

Employees in this position can expect to receive benefits such as generous vacation, holidays, and paid time off, competitive insurances and savings accounts, and retirement benefits through the Wisconsin Retirement System (WRS).


Required Qualifications:

• Strong organizational and time management skills, with the ability to manage multiple priorities and deadlines
• Ability to work independently and as part of a team
• Attention to detail and accuracy
• Proficient technical and computer skills, including experience with Microsoft Suite (Word, Excel, PowerPoint, Outlook), Google Suite, and virtual meeting platforms (Teams/Zoom)
• Effective oral and written communication skills
• Excellent professional and interpersonal skills

Preferred Qualifications:

• Previous experience with administrative tasks and skills in a professional setting
• Experience coordinating events and/or meetings in an academic or professional setting

Education:

HS Diploma required

Bachelor's degree preferred

How to Apply:

BOTH a resume and cover letter are REQUIRED. Please upload both documents as a SINGLE PDF file.

Please ensure that the resume and cover letter address how you meet the required/preferred qualifications and the skills/requirements outlined in the job summary. Please keep in mind, applicants need to articulate all requirements in their cover letter and/or resume. Applicants who have preferred qualifications/skills should share those in the cover letter and/or resume as well. References will only be collected from finalists for the position.

The application reviewers will be relying on written application materials to determine who may advance to interviews. PLEASE upload both documents as a SINGLE PDF.

Contact Information:

For issues with your application, please contact Allison Miller at View email address on click.appcast.io.


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).


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