Office Administrator

The Department of Cell and Regenerative Biology at the UW-Madison School of Medicine and Public Health is a rapidly growing department examining multiple avenues of scientific solutions and discoveries for the future of Cell Development, Stem Cells, and Regenerative Biology/Medicine. As a member of our Departmental administrative team, this Office Administrator position will join a lively and collaborative culture that partners with many laboratories and disciplines in a fast-moving and exciting area of study.

• 30% Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• 25% 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
• 10% 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% Partners with departmental leadership and faculty to create, schedule, and facilitate departmental classes, system requirements, and materials.

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

Preferred
H.S. Diploma

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 UW systems 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 a Departmental level is highly preferred
- Experience and familiarity with UW travel regulations and processes is highly preferred
- Knowledge of Research Environments: Familiarity with the needs of research-focused faculty, and students
- Financial Oversight: Understanding of purchasing and reimbursement processes in a professional or academic setting
- Ability to manage multiple tasks and responsibilities

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.

To be determined upon hire.

Full or Part Time: 80% - 100%

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

Ongoing/Renewable

Minimum $21.41 HOURLY
Depending on 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/).

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. If you are selected for this position you must provide proof of work authorization and eligibility to work.

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.

Michael Ferree
michael.ferree@wisc.edu
608-262-3714
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

Administrative Assistant III(AD003)

A53-MEDICAL SCHOOL/CELL & REGENERATIVE BIOL

University Staff-Ongoing

310790-CP