Job Summary: Under the general supervision of the Lead-Safe Homes Program (LSHP) Program Director, this position provides general administrative and operational support for LSHP, including: receiving and verifying forms and applications from the public; managing the data entry of all applicant information for the program in the database; reviewing and monitoring of program invoices and applicants in the LSHP database and the STAR database; monitoring the program's email, phone and fax lines and mail; forwarding information to appropriate LSHP team members; Assisting with procedure development as it relates to the duties of this position; and general program record keeping.
The work requires a high level of discretion, organization, attention to detail, and accuracy, as well as an ability to communicate effectively with members of the public and work with all members of the LSHP team on a variety of administrative tasks. The person should be be able to develop, implement and maintain policies and procedures as they relate to the position. They should understand how to read an apply rules and statues to these policies and procedures. They should understand how to develop quality control methods into the work they are doing to actively and regularly maintain LSHP program records and the database. These activities contribute to the efficacy of LSHP, ensuring that applicants to the program and invoices received from program grantees are processed in a timely and accurate manner.
Responsibilities: Provides general administrative support, while exercising discretion, to the administrator of a department or division of the institution or to the administrator of multiple institution programs, services, and activities. 10% 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 30% Prepares and audits complex records, edits documents, and reviews work done by others 5% Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures 30% 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 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
Education: Preferred
H.S. Diploma
Qualifications: Required Qualifications:
- Two or more years of experience in a similar administrative role
- Previous experience with data entry, file management, and security of automated filing systems.
Preferred Qualifications:
- Bi-lingual in Spanish is preferred but not required
- Basic understanding of accounting principles and practices
Skills:
- Excellent customer service skills.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Suite, specifically Outlook, PowerPoint, and Excel, as well as Dropbox. Can demonstrate the ability to prepare letters, forms and excel documents.
- Ability to multi-task and maintain a high level of organization with a strong attention to detail.
- Strong ability to work independently, problem-solve and respond to changes or needs quickly.
- Exceptional time management skills with a proven ability to manage competing priorities and meet deadlines.
Work Schedule: Regular business hours are 8:00-4:30 Monday - Friday.
Work Type: Full Time: 100%
It is anticipated this position will be remote and requires work be performed at an offsite, non-campus work location.
Appointment Type, Duration: Ongoing/Renewable
Salary: Minimum $27.40 HOURLY
Depending on Qualifications
The minimum hourly rate for the position is $27.40 but is negotiable based 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 (). SMPH University Staff Benefits flyer: ()
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-OPT STEM Extension participants. If you are selected for this position you must provide proof of work authorization and eligibility to work.
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.
Contact: Brittany Brown
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.
Official Title: Administrative Assistant III(AD003)
Department(s): A53-MEDICAL SCHOOL/POP HEALTH SCI/POP HLTH
Employment Class: University Staff-Ongoing
Job Number: 289440-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.
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 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 .
About University of Wisconsin Madison
The University of Wisconsin–Madison has been a catalyst for the extraordinary since its founding in 1848. Our students, staff, and faculty partake in world-class education and conduct prolific research that solves real-world problems. Our guiding principle is the Wisconsin Idea, a commitment to outreach that creates a better future for our state, our nation, and the world. We value the contributions of each person and recognize that diversity is a source of strength, creativity, and innovation.
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