DIRECTORS' ADMINISTRATIVE ASSISTANT
Posted: September 26, 2022
Application Deadline: Open Until Filled
Job DescriptionJOB SUMMARY:
The Directors' Administrative Assistant will administratively support both our Faculty Director and Administrative Director with scheduling and logistics. They will provide support for advisory board members, events and meetings, campus-wide Civic Action Plan meetings, and other related Morgridge Center meetings and gatherings as assigned.
This position reports to Lisa Chambers, Administrative Director.
The Morgridge Center for Public Service is part of the Division for Teaching and Learning (DTL) along with the Office of Undergraduate Advising (OUA), the Center for Teaching, Learning, and Mentoring (CTLM), the Wisconsin Institute for Science Education and Community Engagement (WISCIENCE), and the Student Learning Assessment (SLA) office.
The Morgridge Center for Public Service seeks an individual who demonstrates the ability to:
- Foster and promote the values of diversity, equity, and inclusion.
- Work effectively with a diverse community of faculty, staff, students, and off-campus colleagues.
- Share complex information in a clear, concise, and organized manner in both verbal and written forms.
- Connect well with others (students, faculty, staff, and off-campus partners).
- Work effectively and collaboratively as a member of a team.
- Be organized and pay attention to detail.
Anticipated Start Date: November 14, 2022
RESPONSIBILITIES: Provides administrative support for a department, group of professionals, or to the manager of a work group consisting of professional staff and subordinate supervisors in support of unit goals, under general supervision
40% Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
15% 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
15% Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums
20% Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision
10% Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
Meet weekly with the faculty director to go over scheduling for the week and future.
Communicate with board members or their assistants about meeting attendance prior to meetings. Send reminders and follow up.
Send final board meeting numbers to administrative director and faculty director prior to meetings
Coordinate with board meeting host if off-campus, site visit/walk-through
Assist with onboarding of new board members (request bio, contact info, major, year in school, food sensitivities, accommodations, photo for use in board book, annual report, letterhead, name tents, order name tags)
Track board meeting attendance
Coordinate attendance and send reminders to off-campus board members for the annual Lunch with the Chancellor event
Schedule for the faculty director primarily and occasionally for the administrative director
Make room reservations and coordinate logistics for other Morgridge Center related miscellaneuos meetings to include but not limited to: Civic Action Plan, All-Staff, Director's Team, Monthly faculty director and administrative director meetings, etc
Provide logistical support for recognition/appreciation for transitioning staff members
Complete and submit purchasing, official functions, and other forms
Coordinate set-up and clean-up for above meetings/events
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