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Job Category:
University Staff
Employment Type:
Regular
Job Profile:
Administrative Assistant III
Job Duties:
The Institute for Research on Poverty (IRP) is a nonpartisan research institution dedicated to producing and disseminating rigorous evidence to inform policies and programs to combat poverty, inequality, and their effects in the United States. IRP is seeking an Administrative Assistant III to join our friendly, supportive, and dynamic team and provide administration support to faculty, staff, and students. The main responsibilities of this position include administratively supporting weekly seminars, annual events, and graduate student programming; supporting report production for researchers and file compilation for administrative staff; maintaining office space and functions; and coordinating with the outreach and communications team to manage information flow. The person in this position also welcomes visitors and guests to IRP, ensures adherence to policy, and assists with program administration to promote stable and productive relationships between the university and local community.
Your work will support IRP’s mission to produce rigorous research, train scholars, engage with policymakers and practitioners, and join with affected communities around research!
This position can be full or part-time, between 75-100%.
Key Job Responsibilities:
- Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums
- 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
- Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
- Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures
- Prepares and audits complex records, edits documents, and reviews work done by others
Department:
Letters & Science/Institute for Research on Poverty (IRP)
Compensation:
The typical starting salary for this position is $21.41 – $ 39.83 per hour ($44,543 – $82,851 annually depending on qualifications and experience. 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.
Required Qualifications:
- Strong verbal and written communication skills
- Excellent interpersonal skills and the ability to provide high quality customer service to diverse audiences, including students, faculty, staff, community-based organizations and state, local, and federal agencies
- Ability to work independently on projects, handle multiple priorities, demonstrate effective time-management and organizational skills, and proactively problem-solve
- Ability to work collaboratively as a team player within a small professional staff
- Demonstrated ability to interpret and adhere to complex policies and procedures
- Strong working knowledge of basic office software (e.g., Google suite, Microsoft Office suite, Outlook)
- Enthusiasm for supporting research related to poverty, inequality, and economic mobility
Preferred Qualifications:
- Experience with or ability to learn email/marketing software, survey software, online forms, social media, basic web posting, software (Adobe Creative Cloud: Illustrator and InDesign)
- Experience with or ability to learn event planning
- Experience with or ability to learn and follow UW policies and systems, especially as they relate to travel and events
- Knowledge of or lived experience with social service programs
Education:
H.S. Diploma Preferred Minimum
How to Apply:
We are eager to learn more about how your experience and passion may 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/former supervisor. References will not be contacted without advanced notice.
Additional Information:
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.
Contact Information:
For questions on the position, contact: Kelsey Wolter, [email protected]
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
The University of Wisconsin-Madison is an Equal Opportunity Employer.
Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, 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 by acknowledging skills and expertise from all backgrounds 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.
To request a disability or pregnancy-related accommodation for any step in the hiring process (e.g., application, interview, pre-employment testing, etc.), please contact the Divisional Disability Representative (DDR) in the division you are applying to. Please make your request as soon as possible to help the university respond most effectively to you.
Employment may require a criminal background check. It may also require your references to answer questions regarding misconduct, including 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.
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