ADMINISTRATIVE ASSISTANT III
Posted: September 8, 2022
Application Deadline: Open Until Filled
Under general supervision of the Multi-functional Research Administrative Manager, this position provides critical oversight for the administrative team of the Office of Research and Sponsored Programs (RSP). The position coordinates complex administrative activities among RSP staff members and University research administrators at various levels. This position must also have knowledge related to federal, state and local government agency sponsors, Foundations, Non-profit organizations and Associations. They must establish and maintain communication links with other external constituencies and assist visitors. In addition, the position processes procurement card transactions and monitors these activities. This position manages the reception areas for RSP, answer phones and be the face of RSP. Additional responsibilities include, but are not limited to: calendar scheduling for 500 meetings annually for internal and external committees, and other events, oversee supply requisitions, maintain and update databases, maintenance of files and email lists, shipping, and direction of student hourly employees.
This position requires considerable independent initiative and judgment and a high level of administrative problem-solving and analytic ability. This position requires excellent management and administrative skills, exemplary oral and written communication skills, and human relations skills are mandatory. Excellent organizational skills are essential for success in this position. The employee will act in a consultative role to the RSP Management Team.
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.
40% Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
25% 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
15% Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures
5% 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
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
Well-qualified applicants will have the following preferred experience:
-Knowledge of software programs/systems, such as Microsoft Word, Excel, PowerPoint, and web applications, eRA Commons, WISPER, WISDM and PeopleSoft.
-General knowledge of UW-Madison's policies and procedures related to the administration of extramural support.
-Knowledge of UW System policies and procedures related to travel, purchasing, and event management is preferred.
-Exceptional customer service skills. Ability to build and maintain effective working relationships with colleagues.
-Excellent time management skills and ability to work quickly and accurately under pressure in a fast paced, deadline oriented environment.
-Detail oriented with excellent organizational skills.
-Ability to work both independently and in a team environment to manage and coordinate multiple complex projects and programs.
-Must be able to exercise superior judgment and skill in handling sensitive and confidential matters. Must possess excellent communication skills in order to handle inquiries with diplomacy and tact. Proficiency in making a wide variety of decisions, analyzing situations and exercising good judgment.
-Excellent written and verbal communication skills.
-Self-motivated and proactive working style, personable and welcoming attitude and proven ability to collaborate effectively.