CALS Global Admin Assistant

at  University of WisconsinMadison

JOB SUMMARY:

The selected candidate serves as an administrative assistant in CALS Global, in the College of Agricultural and Life Sciences (CALS). The position has the responsibility of providing administrative support to the director and the research and partnerships coordinator of CALS Global.
The position serves as a liaison between the administration, faculty and staff, campus, and external contacts for the office. The position must be committed to presenting a positive image of CALS by demonstrating a commitment to courteous, sincere, timely, and sensitive customer service through conveying a positive, patient, and tolerant attitude in all personal, electronic, and telephone interactions. The position must consistently exercise common courtesy, accuracy, and professionalism, and must strive to maintain cooperative relationships with faculty, staff, students, alumni, donors, international partners, funders administrators, and visitors. The selected candidate must have exemplary oral, written, and interpersonal communication and human relations skills.
This position provides administrative support for hosting international visitors, developing institutional agreements, offering programs and events, arranging travel, and general office operations including financial and document/data management. Examples of tasks includes scheduling, purchasing, document preparation, reconciling expenses, booking travel, communicating with stakeholders, and coordinating logistics.
The College of Agricultural and Life Sciences (CALS) is committed to maintaining and growing a culture that embraces diversity, inclusion, and equity, believing that these values are foundational elements of our excellence and fundamental components of a positive and enriching learning and working environment for all students, faculty, and staff. At CALS, we acknowledge that bias, prejudice, racism, and hate have historically occurred in many forms that cause significant and lasting harm to members of our community. We commit to taking actions each day toward a college that is inclusive and welcoming to all. We encourage applications from potential candidates of all races, class, gender, sexuality, ability, nationality, religion, and other group identities; and we encourage applications from candidates who can demonstrate a commitment to diversity, equity, and inclusion.

EDUCATION:

Required
H.S. Diploma

QUALIFICATIONS:

Required Qualifications

• Providing customer service to internal and external customers and stakeholders (e.g., responding to inquiries, providing administrative and/or technical support, ensure follow-up and follow-through, planning and support for visitors, adaptability, communicating with program participants)
• Organizational and time-management skills that include multi-tasking, prioritizing, and meeting deadlines while paying attention to accuracy and details. Include the methods you apply and/or the approach you take to manage both your time and that of your teams
• Experience using email, word processing, spreadsheets, databases, Google suite (sheets, docs). Describe the tasks you’ve performed using the software
• Managing the calendars of others
• Scheduling, coordinating, and communicating with participants for in-person and virtual meetings (Teams, Zoom, Doodle, etc.). (Some meetings involve people in multiple time zones.) Describe the depth of your experience using meeting polls and scheduling platforms
• Monitoring expenditures, purchasing, and budget management

Preferred Qualifications

• Supporting a welcoming environment for stakeholders of different backgrounds (e.g., engagement, safety, connectedness, support, etc.)
• Working with UW financial systems such as WISER, Shop@UW, etc.
• Managing travel arrangements according to UW travel policy and with UW travel vendors
• Experience interpreting and applying policies
• Working with project or office management tools or approaches such as Asana, Sharepoint, Slack, etc.

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

• 40% Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• 10% 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
• 10% 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
• 10% Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
• 10% Provides administrative support to visitors and global programs.
• 10% Manages and assists with purchasing and business accounts