Administrative Assistant

University of Wisconsin-Madison

. Provide comprehensive administrative support to Institute leadership, state and regional Program Managers, and professional staff .

Posted 10/2/2026full-timeMadison • Wisconsin • United StatesMid-LevelSenior💰 $19 per hourWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates strong organizational and administrative capabilities, including proficiency in Microsoft Office 365 applications and effective communication skills. Capable of managing multiple tasks while providing excellent customer service and supporting program delivery.

Highest-signal resume keywords

Microsoft Office 365 ProficiencyStrong Organizational SkillsCustomer Service SkillsCalendar ManagementAdministrative Support Experience

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Document ManagementRecords Retention ComplianceExpense ReportingOffice CoordinationData AnalysisCommunication Material PreparationMeeting Logistics SchedulingTravel Arrangement CoordinationClerical SupportVendor Invoice Processing

Soft Skills

Attention to DetailEffective Team CollaborationVerbal CommunicationWritten CommunicationInterpersonal Skills

Tools & Technologies

SharePointOutlookWordExcelTeamsCalendar Management Tools

Certifications & Qualifications

Valid Driver's LicenseEligibility to Work in the United States

Industry Keywords

Administrative SupportOffice ManagementVolunteer Program AdministrationClerical ExperienceCustomer Interaction

About the role

Key responsibilities & impact

Provide comprehensive administrative support to Institute leadership, state and regional Program Managers, and professional staff
Maintain and update Institute websites, SharePoint resources, calendars, directories, organizational charts, and shared documents
Manage records, files, and document libraries in compliance with organizational and state records retention requirements
Coordinate purchasing activities, contracts, supplies, expense reports, and other administrative processes
Support administration of volunteer programs, training records, certifications, and related documentation
Support efficient program delivery through operational and administrative coordination
Send, receive, copy, and distribute communications according to established policies and procedures
Maintain electronic and physical records related to work operations
Schedule logistics and secure resources for meetings, conferences, travel, and work unit operations
Serve as a first point of contact, provide basic organizational information, and route complex inquiries
Collect, analyze, and prepare communication materials using technology
Provide general office management and coordination, potentially supervising student assistants
Work occasional nights and weekends as needed
Make individual transportation arrangements for periodic in-state work travel

Requirements

What you’ll need

H.S. Diploma or equivalent
Demonstrated customer service skills assisting visitors, clients, or customers
Proficiency with Microsoft Office 365 applications, including Outlook, Word, Excel, Teams, SharePoint, and calendar management tools
Strong organizational skills with the ability to manage multiple tasks, prioritize competing deadlines, and maintain attention to detail
Excellent written and verbal communication skills
Demonstrated ability to effectively work with people from a wide range of backgrounds and perspectives
Ability to work independently under general supervision while contributing effectively within a collaborative team environment
Valid driver's license and reliable independent transportation for periodic in-state work travel, and/or compliance with UW-Madison vehicle use authorization requirements
Eligibility to work in the United States without employer sponsorship
Ability to pass an initial caregiver check and subsequent checks every two years
Preferred: 1 to 3 years of previous clerical or administrative support experience in an office setting
Preferred: Experience scheduling and maintaining calendars, coordinating office events and meetings, and managing day-to-day office tasks
Preferred: Experience processing payments, ordering supplies, paying vendor invoices, and coordinating travel arrangements in a complex financial environment

Benefits

Comp & perks

Generous paid time off
Health, dental, vision, and life insurance
Tax-advantaged savings accounts
Participation in the Wisconsin Retirement System (WRS) pension fund
Up to two days of remote work per week
University-provided computer for approved remote work
Disability or pregnancy-related accommodations during the hiring process