Curricular and Administrative Assistant

The Department of Physics is seeking a detail-oriented, organized, self-motivated individual to manage departmental curriculum scheduling and to provide administrative support to the student services team and the department office, in general.

Primary responsibilities include collecting, organizing, and entering curricular information. Incumbent will also manage room scheduling, enrollments, waitlists, and course evaluations. This position will be responsible for handling the logistics for some departmental events such as the spring prospective graduate student visits and will provide backup for purchasing and travel, as needed.

This position interacts regularly with faculty, staff, trainees, and both graduate and undergraduate students.

Successful candidates will have outstanding organizational and interpersonal skills, attention to detail, excellent communication skills, flexibility, and the ability to prioritize tasks. The work is done independently and with attention to FERPA and HIPAA protected information.

The Department of Physics provides a collegial and supportive environment, and values work- life balance. We strive to provide our employees space to grow, opportunities to explore areas of personal interest within their field and we are committed to all of the employees' success.

• 20% Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• 20% Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums
• 25% 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
• 20% 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
• 5% Serves as backup for purchasing and travel

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

Preferred
Bachelor's Degree from an accredited 4 year College/University.

Required Qualifications
- Demonstrated attention to detail and organization
- Demonstration of meeting deadlines for time-sensitive tasks
- Demonstration of excellent customer service skills
- Proficiency in Microsoft Office and Google Suite
- Strong oral and written communication skills

Preferred Qualifications
- Minimum of two years of professional working experience.
- Experience working with general curricular elements and structures
- Experience collaborating with university partners
- Experience with campus systems such as SIS and 25Live a bonus
- Demonstration of creativity in problem solving
- Demonstration of taking initiative to suggest process improvements

20 hours a week, Monday through Friday with some flexibility for daily arrival and departure times.

Part Time: 50%

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

Ongoing/Renewable

Minimum $21.63 HOURLY
Depending on Qualifications
The typical starting wage for this position is $21.63 - $30.62 per hour. Employees in this position can expect to receive benefits such as generous vacation, holidays and paid time off; competitive insurance and saving accounts; and retirement benefits.

University sponsorship is not available for this position, including transfers of sponsorship. The selected applicant will be responsible for ensuring their continuous 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 the need of an employer sponsorship) on or before the effective date of appointment.

Please click on the "Apply Now" button to start the application process.

We are eager to learn more about how your experience and passion align with this position. You will be asked to upload a resume and cover letter as a part of the application process. Your cover letter and resume should address how your skills, knowledge, and abilities are transferable 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: Sharon Kahn at smkahn@wisc.edu or (608) 262-9678

AIMEE LEFKOW
AIMEE.LEFKOW@WISC.EDU
608-263-2267
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

Administrative Assistant III(AD003)

A48-COL OF LETTERS & SCIENCE/PHYSICS/PHYSICS

University Staff-Ongoing

314639-CP