Administrative Assistant

• 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

• Perform routine and advanced administrative duties for the Center for Advancing Population Science
• Anticipate and initiate action regarding administrative functions
• Coordinate and lead projects
• Compose correspondence, including correspondence containing confidential information
• Develop macros and templates using complex functions of computer applications and software packages
• Proofread and format documents
• Screen telephone calls and visitors and resolve complex inquiries
• Coordinate schedules, meetings, appointments, travel itineraries, and related arrangements
• Compile data and information from multiple sources to prepare reports
• Assist in budget preparation and monitor expenditures
• Process payment requests, requisitions, and invoices
• Distribute mail, organize filing systems, and maintain records

Senior Administrative Assistant

• Provide comprehensive administrative and operational support to the Area Manager, Supervisors, Pipeline Services, and Technical Services teams
• Manage invoice coding, purchase orders, operating budget administration, work orders, expenses, travel arrangements, departmental calendars, office equipment, and supply orders
• Prepare correspondence, presentations, meeting minutes, action-item records, reports, courier packages, filing, catering, and other administrative materials
• Coordinate team-building activities, meetings, and large on-site or off-site departmental events
• Support recruitment, onboarding, and offboarding activities
• Liaise among Human Resources, management, supervisors, employees, and contractors
• Enter and resolve employee time coding in Workday
• Complete ServiceNow requests and provide application support across ELink, SharePoint, Oracle, MarkView, and Workday
• Administer security access through Genetec
• Train and orient new personnel
• Collaborate with regional administrative teams
• Provide support during emergency response situations

Intermediate Administrative Assistant

• Provide independent administrative support for Counseling Services, a student service department providing mental health counseling, crisis response, outreach, prevention programming, wellness initiatives, consultation, and campus education
• Coordinate daily operations of the Counseling Services front desk
• Oversee, train, schedule, and support student front desk employees
• Ensure students receive timely, professional, and confidential assistance
• Support student access processes, departmental operations, purchasing, budget activities, reporting, assessment, and program initiatives
• Schedule meeting logistics and secure resources
• Serve as a primary point of contact and provide organizational information by phone, in person, and through other communication platforms
• Prepare and edit documents and review work completed by others
• Develop, send, receive, copy, and distribute communications according to policies and procedures
• Maintain electronic and physical records and organizational systems
• Serve as the main point person for hiring and training front desk student staff
• Collect, analyze, and prepare communication materials using technology mediums

Administrative Assistant jobs in Wisconsin