Job Summary:
Join the Department of Philosophy and enjoy our large open workspace. Our building is on Lake Mendota and we are steps from the Memorial Union and the Lake Shore Path.
This position is for someone who enjoys broad-ranging tasks and responsibilities in a creative and intellectually dynamic workplace with changing demands and priorities from week to week.
This position provides complex administrative assistance to the Department of Philosophy undergraduate program. The department averages 200 undergraduate majors and 45-50 graduate students. We offer an average of 40-50 courses each fall and spring semester and 7-10 courses during summer session.
Under general supervision of the Department Administrator, this position works independently and manages the department's timetable and student registration for the Department of Philosophy.
This position also functions as the primary public contact person who will greet visitors, answer/screen calls and respond to inquiries and requests in a friendly and professional manner that conveys a positive image of the department, the college and the university.
The above work is performed independently and the incumbent must exhibit a great deal of initiative and responsibility in carrying out these functions consistent with the department, college and university policies and procedures. Interruptions are common; however, duties must be performed respectfully and with a customer service mindset.
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.
- 10% Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
- 15% Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums
- 5% Prepares and audits complex records, edits documents, and reviews work done by others
- 20% Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures
- 30% 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% Collaborate with curricular representatives, faculty, instructional staff and department leadership in setting up the department course offerings each semester. Collaborate with campus partners to resolve curricular and student enrollment problems.
- 5% Department event support including colloquia, graduation and other outreach functions.
- 5% Work with newsletter committee to create electronic the newsletter and send out notices on behalf of the department. Provide statistical data to department.
Tasks:
- Serves as the main office receptionist and department contact for undergraduate, graduate, course auditors, community members and faculty, providing front office, printer and classroom support.
- Undergraduate program coordination and support; works with the undergraduate advisor to ensure major declarations are entered correctly, sends out scholarship and other opportunities to philosophy undergraduate students.
- Enrollment management and instructional space support; work with SOAR (Student Orientation & Registration) staff to set aside seats for these programs in philosophy courses.
- Primary contact to manage and update to the department website, adding or removing new staff, faculty or graduate students. Updates website course information, graduate student handbook, alumni updates, colloquia and other department events.
- Utilize Eloqua mail service, a bulk email system management program, to send out large mailings on behalf of philosophy (newsletters, invitations to philosophy events, fundraising). Compile statistics using Eloqua software.
- Oversee package shipments for the department, mailroom, postage and handling. Creates mail funding strips for the department (replaces stamps).
- Manage student evaluation, distribution, administration and processing of these programs each semester, using HelioCampus, a specialized instructor review software.
- Compile teaching data for tenure packets, student and faculty evaluations and student nomination packets.
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:
Required
H.S. Diploma
Qualifications:
Required Qualifications:
-Experience scheduling and coordinating in a professional setting
-Knowledge of software programs/systems such as Microsoft Office Suite (Excel, Power Point, Word, Outlook) and web applications like People Soft
-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.
-Excellent verbal and written communication skills
-Experience working in a team environment
-Experience with community engagement
Preferred Qualifications:
-Self-motivated and proactive working style, personable and welcoming attitude and proven ability to collaborate effectively
-Ability to work both independently and in a team environment to manage and coordinate multiple complex projects and programs
-WordPress or similar website content management software
Work Schedule:
Core hours 7:30 a.m. to 4 p.m. or 8:00 a.m. to 4:30 p.m, 30 minute lunch, week days. Some flexibility, to meet department needs, to be negotiated at time of hire.
Work Type:
Full or Part Time: 80% - 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.
Appointment Type, Duration:
Ongoing/Renewable
Salary:
Minimum $21.41 HOURLY
Depending on Qualifications
The typical starting hourly rate for this position is $21.41 - $26 depending on qualifications and experience. Employees in this position can expect to receive benefits such as generous vacation, holidays and paid time off; competitive insurances and saving accounts; and retirement benefits.
How to Apply:
Please click on the "Apply Now" button to start the application process.
Applications must be submitted by 11:55 pm on the deadline date. To apply, please upload a cover letter and resume. Your cover letter and resume should address how your skills, knowledge, and abilities are transferrable to this role. Additional materials submitted other than your cover letter and resume will not be considered.
Selected applicants will receive an invitation to participate in virtual interviews 7-10 business days following the application deadline. Those moving on to second round interviews will be invited to an in-person interview at UW-Madison. Once final applicants are identified, they will be asked to provide names and contact information for at least three professional references, including a current/most recent supervisor.
For questions on the position, contact: Wendy Crabb, wendy.crabb@wisc.edu, phone 608-263-5335
Contact:
Wendy Crabb
wendy.crabb@wisc.edu
608-263-5335
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.
Official Title:
Administrative Assistant III(AD003)
Department(s):
A48-COL OF LETTERS & SCIENCE/PHILOSOPHY/PHILOSOPHY
Employment Class:
University Staff-Ongoing
Job Number:
312801-CP
The University of Wisconsin-Madison is an Equal Opportunity and Affirmative Action Employer.
Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, gender identity, 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 through diversity and encourage all qualified individuals to apply. For more information regarding applicant and employee rights and to view federal and state required postings, click here
If you need to request an accommodation because of a disability, you can find information about how to make a request at the following website: https://employeedisabilities.wisc.edu/disability-accommodation-information-for-applicants/
Employment may require a criminal background check. It may also require you and your references to answer questions regarding 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).
The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. UW-Madison will provide a paper copy upon request; please contact the University of Wisconsin Police Department.
|
University of Wisconsin Madison
$21.41 HOURLY
paid time off
Mar 13, 2025