Administrative Assistant I

  • Part Time
  • Madison

Website University of Wisconsin

JOB NO:261265-FTF

JOB SUMMARY: Provides administrative support to the UW-Madison Nelson Institute’s Center for Culture, History, and Environment (CHE) (see

General Administrative
1. Facilitate responses to inquiries regarding CHE operations (directing to Director or others as appropriate). This includes managing CHE email account and main phone number.
2. Maintain BOX folders and other files.
3. Assist with CHE event promotion, CHE Digest and manage CHE social media accounts.
4. Coordinate community/volunteer activities and events (i.e., of PBW, Grad symposium, classes, etc) including room scheduling.

Support for Director
5. Assist with coordination of CHE Steering committee meetings, including scheduling, minute taking, etc.
6. Assist preparing semester calendars and year-end reporting.
7. Help liaise with GAOC.
8. Coordinate with Nelson support services (Communications, Budget, Financial, Events) as needed.
9. Coordinate renewal of CHE associates (faculty & grads).
10. Coordinate annual elections (spring).

Travel Awards
11. Coordinate travel awards, including fielding questions from students, entry into WISH, notification of awards and reporting.

12. Assist Director with annual certificate assessment.
13. Process certificate and minor forms.
14. Keep records up to date in BOX.
15. Liaise with Jim Miller/Nelson curricular services re: credentials as needed.

RESPONSIBILITIES: Provides administrative support to a department or group of professionals in support of unit goals under direct supervision

  • 40% Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
  • 25% Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures
  • 5% Tracks, stocks, orders, and inventories office supplies to ensure adequate materials are available for workplace operation
  • 10% Serves as first point of contact for individuals and groups providing basic organizational information via phone, in person, and through other communication mediums, routing more complex inquiries to the appropriate entities
  • 20% Provides programmatic and organizational support including processing certifications and study plans for the CHE Graduate Certificate and PhD Minor program and managing records.
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

H.S. Diploma
QUALIFICATIONS: Preferred Qualifications:
– Experience scheduling logistics and securing resources for meetings, conferences, travel and work unit operations
– Experience sending, receiving, tracking and distributing communications
– Experience providing basic organizational support and serving as first point of contact for a unit
– Experience providing administrative support to an academic program unit
– Experience professionally managing social media accounts
COVID-19 CONSIDERATIONS: UW-Madison continues to follow necessary health and safety protocols to protect our campus from COVID-19. All employees remain subject to the COVID-19 Workplace Safety Policy: Please visit for the most up-to-date information.
WORK SCHEDULE: Monday – Friday, standard business hours
WORK TYPE: Part Time: 25%

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: Terminal, 12 month appointment.
This position has the possibility to be extended or converted to an ongoing appointment based on need and/or funding
SALARY: Minimum $15.00 HOURLY
Depending on Qualifications
ADDITIONAL INFORMATION: Please note that successful applicants are responsible for ensuring their 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 need of employer sponsorship) on or before the effective date of appointment.
HOW TO APPLY: To begin the application process, click the apply now button. Please submit your resume detailing your educational and professional background and submit a cover letter detailing your related work experience as it pertains to:
– Scheduling logistics and securing resources for meetings, conferences, travel and work unit operations
– Sending, receiving, tracking and distributing communications
– Providing administrative support to an academic program unit
– Providing basic organizational support and serving as first point of contact for a unit
– Professionally managing social media accounts
CONTACT: Lili Gagliano
[email protected]
Relay Access (WTRS): 7-1-1 (out-of-state: TTY: 800.947.3529, STS: 800.833.7637) and above Phone number (See RELAY_SERVICE for further information. )

OFFICIAL TITLE: Administrative Assistant I(AD001)
EMPLOYMENT CLASS: University Staff-Fixed Term
The University of Wisconsin is an Equal Opportunity and Affirmative Action Employer. We promote excellence through diversity and encourage all qualified individuals to apply.

If you need to request an accommodation because of a disability, you can find information about how to make a request at the following website:

Employment will require a criminal background check. It will 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.

APPLICATIONS OPEN:JUN 22 2022 Central Daylight Time

To apply for this job please visit

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