INTRODUCTION:

The Universities of Wisconsin are a premier system of public higher education serving more than 164,000 students. Awarding nearly 37,000 degrees annually, the universities are Wisconsin¿s talent pipeline, putting graduates in position to increase their earning power, contribute to their communities, and make Wisconsin a better place to live. Through a constellation of 13 universities statewide, the Universities of Wisconsin are a tremendous academic, cultural, and economic resource for Wisconsin, the nation, and the world.
The Universities of Wisconsin Administration assists in establishing policies, planning the programmatic financial and physical development of the Universities. UWSA supports the Universities in delivering transformative educational outcomes and research that expands the boundaries of knowledge. We work to extend the value of our universities beyond the boundaries of the campuses, seeking to enhance the quality of life for all in Wisconsin and beyond, in fulfillment of the Wisconsin Idea.
UW-Shared Services exists to standardize processes, consolidate operations, and streamline administrative practices to provide high quality services while improving administrative efficiency and effectiveness. The UW-Shared Services team brings value to the UW universities by reducing administrative burden and cost, thereby allowing them to invest time and resources into activities which are more central to their mission.

POSITION SUMMARY

The Universities of Wisconsin UW-Shared Services is seeking an Administrative Assistant to join the Office Administration Team, which supports a diverse customer base, including internal staff, campus HR partners, and all past, current, and future employees across the 13 Universities of Wisconsin campuses, as well as the public.
The Administrative Assistant will handle professional-level tasks across various service areas, including finance, procurement, human resources, and business services, ensuring alignment with unit and institutional goals. Additionally, the Administrative Assistant will perform technical tasks across multiple systems, documenting processes, and supporting the development of efficient business workflows.
This position will present a positive, courteous, and sensitive attitude in all interactions with colleagues at the university and state, as well as with students, visitors, and the general public and must use absolute discretion and judgment to manage information flow regarding sensitive and confidential matters.
This role is key in helping with the background administration of our customer service and service delivery activities, handling a variety of activities to keep the teams efficient and organized. The role also assists with maintenance of mail lists and data and reporting relating to routine communications.
This position is required to work on-site from 8:00 AM ¿ 4:30 PM Monday ¿ Friday. The office location is in Madison, WI, near the UW-Madison campus.

MINIMUM QUALIFICATIONS

To be considered for this position, a candidate must have:

• Associates degree or minimum of two years¿ work experience in an administrative setting.
• Demonstrated experience providing excellent customer service to multiple stakeholders simultaneously.
• Proven ability to work independently and handle multiple tasks/responsibilities under minimal supervision; can accept assignments from several different staff and proficiently prioritize assignments to meet deadlines.
• Prior experience creating professional procedure/policy documents, presentations, emails, and mass communications.
• Experience effectively communicating with and liaising with employees, cross-functional teams, and executive leadership.
• Advanced skills working with Microsoft Office products (Outlook, Word, Excel, PowerPoint, Visio).
• Exceptional organizational, project management and facilitation skills.

PREFERRED QUALIFICATIONS

Well qualified applicants will have a substantial amount of experience in a combination of the following:

• Three or more years of work experience providing support on complex business projects and presentations
• Experience working with customer support ticketing tools.

Responsibilities include the following key activities:

• Provide general office administrative duties including, but not limited to: opening, distributing, and posting mail; scheduling and reserving conference rooms; creating work orders for building maintenance; and managing inventory.
• Assist with specialized support and requests, such as recruitment, scheduling meetings, verification of employment exceptions, and troubleshooting at key times of the year.
• Accountable for UW-Shared Services cash handling and daily cash reports.
• Assisting staff with travel arrangements.
• Serve as the contact point for those requesting information and assistance from UW-Shared Services during regular workday hours. Receptionist duties involve answering telephones and assisting in-person customers.
• Analyzes data and trends, compiles progress reports, and provides appropriate recommendations based on customer feedback.
• Monitors and evaluates customer interactions and feedback to uphold company standards, identify areas for improvement, and drive initiatives that enhance the customer experience.
• Develops procedure documents to align with strategies of the unit and team.
• Assists in distribution of messaging and documentation for internal and external audiences.