Administrative Assistant - Physics Leadership and Research Support

Job Summary:Are you an organized, detail-oriented professional looking to play a pivotal role in supporting cutting-edge physics research and clinical operations? Join our team as an Administrative Assistant, where you'll provide high-level administrative and operational support to our Physics Chiefs, faculty, and research teams.In this dynamic role, you'll:- Provide executive level support to the Physics Chief, Physics Clinical Director, and Physics VA Chief by assisting with scheduling, purchasing, travel arrangements and leave management.- Be proactive in anticipating leader's needs and take necessary action to insure smooth operations of the unit.- Support Research Excellence: Coordinate research activities, including student meetings, reimbursement processes, and event planning.- Facilitate Meetings & Events: Draft agendas, manage logistics, record minutes, and organize engaging team events like potlucks and lunch meetings.- Streamline Recruitment: Lead scheduling, itinerary creation, and onboarding for new hires, ensuring a smooth transition into the team.- Serve as a Liaison: Act as a vital point of contact for vendors, visitors, and institutional offices, maintaining smooth operations across various functions.This position is perfect for someone who thrives in a collaborative environment, excels in multitasking, and enjoys contributing to a mission-driven organization advancing the frontiers of physics research and clinical applications.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.• 40% 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• 5% 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• 5% 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• 20% Provide executive level support for the Physics chief, Physics Clinical Director and Physics VA chiefInstitutional 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 InclusionEducation:RequiredH.S. DiplomaPreferredAssociate's DegreePreferred focus in Business Administration or a closely related field.Qualifications:Required Qualifications:- Administrative Expertise: Proven experience in managing scheduling, logistics, and high-volume administrative tasks with precision and attention to detail.- Organizational Skills: Ability to manage multiple priorities, deadlines, and projects efficiently in a fast-paced environment.- Communication Skills: Strong verbal and written communication abilities, including the preparation of meeting agendas, minutes, and professional correspondence.- Technical Proficiency: Familiarity with office software (e.g., Microsoft Office Suite, Google Workspace) and scheduling platforms; experience with HR systems and wiki platforms is a plus.- Interpersonal Skills: Ability to build strong working relationships with diverse stakeholders, including faculty, students, vendors, and institutional offices.- Event Coordination: Experience organizing meetings, events, and travel arrangements, including managing logistics and vendor interactions.- Problem-Solving Skills: Proactive and resourceful in addressing challenges and streamlining processes.Preferred Qualifications- Experience providing direct executive level support at the Chair/Director level is highly preferred.-Experience and familiarity with UW travel regulations and processes is highly preferred- Knowledge of Physics/Research Environments: Familiarity with the needs of research-focused faculty, students, and observership programs.- Recruitment Support: Experience coordinating interviews, onboarding, or HR functions.- Financial Oversight: Understanding of purchasing and reimbursement processes in a professional or academic setting.Personal Attributes:- High level of discretion and professionalism when handling sensitive information.- Team-oriented, with a collaborative approach to problem-solving.- Self-motivated and adaptable, with a commitment to continuous learning and process improvement.This position offers an exciting opportunity to contribute to groundbreaking research and clinical advancements in a supportive and innovative environment.Work Schedule:Monday - FridayWork Type:Full Time: 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/RenewableSalary:Minimum $26.00 HOURLYDepending on QualificationsEmployees in this position can expect to receive benefits such as generous vacation, holidays, and sick leave; competitive insurances and savings accounts; retirement benefits. Benefits information can be found at (https://hr.wisc.edu/benefits/).SMPH University Staff Benefits flyer: (https://uwmadison.box.com/s/656no0fcpy2tjg86s4v0chtxx25s3vsm).How to Apply:To apply for this position, please click on the "Apply Now" button. You will be asked to upload a current resume/CV and a cover letter briefly describing your qualifications and experience, and a document listing contact information for three (3) references, including your current/most recent supervisor. References will not be contacted without prior notice.Contact:Kirsten Graggkgragg@wisc.edu608-265-3357Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.Official Title:Administrative Assistant III(AD003)Department(s):A53-MEDICAL SCHOOL/HUMAN ONCOLOGY/HUMAN ONCOEmployment Class:University Staff-OngoingJob Number:308698-CPThe 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 hereIf 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.