Research Administrative Assistant

Job Summary:

This position serves as the research administration assistant to the Directors of the UW- Center for Tobacco Research and Intervention (UW-CTRI). This position will support the research work of the Center Director, Director of Research Administration, and Associate Directors of Research by providing overall administrative support and coordinating meetings and events on behalf of the Center. In addition, this position acts as the building manager for the Madison, WI office. Position responsibilities require excellent administrative, organizational, interpersonal, and computer skills. The ideal candidate will be self-motivated and demonstrate consistent follow- through.

Responsibilities:

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

• 35% Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• 20% 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
• 5% May assist with supervision of student support staff including coordination of recruitment and hiring process, and schedule management.
• 5% Acts as the building manager, including acting as a liaison with the property manager as needed
• 5% Assists with research projects as needed including collection and shipping of participant samples, assisting with participant payments, maintaining supply inventory, and answering and routing calls to study phone lines

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.

Education:

Preferred
H.S. Diploma

Qualifications:

Experience providing executive leadership support in a healthcare, academic or other professional setting strongly preferred. Experience using Microsoft Office Suite preferred. Experience in meeting and event planning preferred. Experience with Photoshop and Adobe Illustrator programs and advanced graphic manipulation in Word preferred.

Work Schedule:

This position will require the employee to be on-site during normal office hours, i.e., Monday – Friday, 7:45 a.m. to 4:30 p.m., with some flexibility depending upon candidate preference and Center needs.

Work Type:

Full Time: 100%

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

Appointment Type, Duration:

Ongoing/Renewable

Salary:

Minimum $20.00 HOURLY
Depending on Qualifications
The expected salary range for this position is $20 per hour up to $30 per hour for highly experienced candidates. Actual pay will depend on experience and qualifications.

Employees 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/).

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. This position is an ongoing position that will require continuous work eligibility. UW-Madison is not an E-Verify employer, and therefore, is not eligible to employ F1 STEM OPT Extension participants. If you are selected for this position you must provide proof of work authorization and eligibility to work.

This position has been identified as a position of trust with access to vulnerable populations. The selected candidate will be required to pass an initial caregiver check to be eligible for employment under the Wisconsin Caregiver Law and every four years.

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. You will also be asked to provide contact information for three (3) references, including your current/most recent supervisor during the application process. References will not be contacted without prior notice.

Contact:

Brooke Anderson
[email protected]
608-265-4563
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

Official Title:

Administrative Assistant II(AD002)

Department(s):

A53-MEDICAL SCHOOL/MEDICINE/TOBACCO RE

Employment Class:

University Staff-Ongoing

Job Number:

301974-CP

The 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.

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.