JOB SUMMARY:
The Administrative Assistant will join the Russell Labs Administrative Service Center team in providing support to the academic departments of Entomology, Forest & Wildlife Ecology, and Plant Pathology in their research, instruction, and outreach missions.

The Administrative Assistant will operate under general direction and limited supervision of the Department Administrator. The ideal candidate is self-motivated and flexible, able to navigate complex policies and procedures, and is willing to collaborate with others to evaluate and improve administrative processes.

This role includes diverse responsibilities and is integral in helping department operations run efficiently. Key duties include managing the main administrative office and shared resources, arranging travel for department guests, coordinating occasional special events, and generally supporting the department leadership in ongoing and ad hoc projects.

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.
35% Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
10% 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
10% 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
10% Provides assistance to Academic Department Chairs in Russell Labs with routine deadline-driven activities and ad hoc projects.
10% Provides financial assistance to the Financial Manager and/or Department Administrator.
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

EDUCATION:
Preferred
H.S. Diploma

QUALIFICATIONS:
Required Skills and Experience:
- Strong interpersonal skills, including excellent verbal and written communication
- Excellent organizational skills, and the ability to manage and prioritize multiple concurrent projects
- Strong attention to detail
- Ability to work independently, as well as function effectively in a team and with a diverse group of colleagues and customers
- Proficiency with electronic systems and collaborative software (e.g. Microsoft Office, Google Suite, Adobe)
- Ability to interpret and communicate complex policies and procedures

Preferred Skills and Experience:
- Knowledge of UW-Madison administrative and financial policies and procedures
- Administrative experience in higher education
- Experience leading or supervising student workers
- Experience coordinating events

WORK SCHEDULE:
Office hours are generally between 8:00am - 4:30pm. Exact schedule will be negotiated and finalized with the candidate at the time of hire.

WORK TYPE:
Full or Part Time: 75% - 100%

This position may require some work to be performed in-person, onsite, at a designated campus work location. Some work may be performed remotely, at an offsite, non-campus work location.