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University of Wisconsin–Madison

Job Description

This position will report to the Executive Assistant to the Wisconsin School of Business Dean. This position requires excellent administrative, organizational, verbal and written communication, computer, and interpersonal skills in order to provide administrative support to the Deans. This position also requires independent initiative and judgment, exercising a high level of administrative problem solving and analytical ability.

This position will receive general guidance and is expected to collaborate with Dean's Office
colleagues to support the responsibilities as outlined below.

Professional communications, workplace sensitivity and confidentiality, and workplace diplomacy are essential. The incumbent will demonstrate exceptional customer service by establishing and maintaining effective professional relationships.

30% Administrative support for the Executive Assistant to the Dean, the Faculty Governance Administrator, and the Deans
  • Maintaining complex calendars
  • Draft communications
  • Assist with travel, registration, and other purchases using P-card or other purchasing processes
  • Providing support for assigned committees and task forces

30% Special Events / Meeting and Project Support
  • Assist with school-sponsored events
  • Prepare meeting materials (ppt, handouts, etc.)
  • Perform room reservations
  • This position tracks, prioritizes, organizes and sees to completion, multiple ongoing projects in various stages of progress.
  • Provide assistance on projects, meetings, etc.
  • Provide timely work-in-progress updates to the Executive Assistant on the status of communications, meetings, projects, etc.

25% Back-up Support
  • Provide back-up and support to Dean's Executive Assistant
  • Provide back-up and support to Faculty Governance Administrator, including assistance maintaining/updating faculty activity reporting database and various aspects of faculty promotion and review processes.

15% General Office Support
  • Supplies management
  • Dean's Office representative in Partners in Giving charitable campaign
  • Interacting and engaging with student employees/hiring process
  • Other duties as assigned

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
  • 50% Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
  • 5% 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
  • 30% Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums
  • 10% Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision
  • 5% Maintains established 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


Associate's Degree

Bachelor's Degree

Minimum 2 years of experience working in a professional office setting. The ideal candidate will be a self-starter who can function with minimal supervision, is detail-oriented, has excellent customer service skills, reliable, and has the ability to work in a fast-paced environment.

  • Professional experience in role supporting an executive
  • Experience maintaining calendars and scheduling meetings
  • Experience with fiscal transactions including processing and managing expense reimbursements, purchasing card, and procurement
  • Experience with coordinating, assisting and troubleshooting audiovisual equipment
  • Experience with general office support (ordering office supplies, etc.)
  • Proficiency is MS Office Suite (Power Point, Outlook, Word, Excel)

Work Schedule:

The regular work schedule will be Monday to Friday between the hours of 8:00am and 5:00pm (exact schedule to be set at the time of hire).

This position requires most work to be performed in-person, onsite, at a designated campus work location. The person in this position may request and be considered for a formal partial remote work agreement based on guidelines set forth by the school, and/or may be provided with remote work flexibility as needed and approved by the supervisor.

Work Type:

Full Time: 100%

It is anticipated this position requires work be performed in-person, onsite, at a designated campus work location.

Appointment Type, Duration:



Minimum $21.00 HOURLY
Depending on Qualifications

Additional Information:

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.

Diversity and inclusion are primary values for the Wisconsin School of Business and are integral to achieving our strategic goals. We seek candidates with an awareness of and commitment to the principles of diversity and inclusion across all spectrums. Our school is committed to continuously increasing the cultural competence of its staff and faculty members through school-wide forums and professional development opportunities.

How to Apply:

Please complete the online application and attach a cover letter addressing your qualifications and experiences specifically relating to the responsibilities of this position as described along with a comprehensive resume.

Our search committee will review all application materials after the posted deadline. We will notify selected applicants to participate further in the selection process directly. We will notify all applicants once the search is completed and we have selected a top candidate. As applicants move on to next steps in the process, they will be asked to provide names and contact information (e-mail address, phone number, and mailing address) of at least three references.


Rima Okbazghi
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.


Official Title:

Administrative Assistant II(AD002)

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