Academic Affairs Office Coordinator - University of Wisconsin-Madison : Job Details

Job Summary: The Academic Affairs Office Coordinator for the College of Agricultural and Life Sciences (CALS) serves as a first point of contact for students, campus employees, and the public connecting with the Office of Academic Affairs. This position also coordinates many of the day-to-day operations of the office in direct support of the undergraduate student experience. This includes, but is not limited to, coordinating event planning logistics for programs like the new student welcome, prospective student open house events, and commencement celebrations, office-wide purchasing and expense tracking, website maintenance, creating basic event advertising and marketing materials, managing multiple office-wide email accounts and curating the weekly undergraduate student newsletter. The Office Coordinator also assists in updating student records and supporting existing processes such as declaring student majors and scheduling academic petition meetings. The individual filling this role must work well with students and guests, faculty, staff, administrators, and community partners in a cooperative and collaborative atmosphere. The Office of Academic Affairs serves as the academic dean's office for all undergraduate students in the college and works with departments to maintain all academic programs including graduate and undergraduate programs. CALS offers 23 undergraduate majors, plus an undecided and exploring option, spanning a wide array of disciplines and also provides college advising services for students exploring majors and academic interests. The Office of Academic Affairs administers the college prospective student outreach and recruitment, undecided and exploratory advising services, career services, honors programs, QuickStart summer program, study abroad, scholarship programs, curriculum and advising oversight, and other academic and student affairs. The office is a team-based environment and works in close collaboration with academic and administrative departments to serve all students through their time on campus and into future career paths. The College of Agricultural and Life Sciences (CALS) is committed to maintaining and growing a culture that embraces diversity, inclusion, and equity, believing that these values are foundational elements of our excellence and fundamental components of a positive and enriching learning and working environment for all students, faculty, and staff. At CALS, we acknowledge that bias, prejudice, racism, and hate have historically occurred in many forms that cause significant and lasting harm to members of our community. We commit to taking actions each day toward a college that is inclusive and welcoming to all. Responsibilities: Provides administrative support for a department, group of professionals, or to the manager of a work group consisting of professional staff and subordinate supervisors in support of unit goals, under general supervision

• 25% Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• 10% Serves as a first point of contact for individuals and groups, provides basic organizational information via phone, in person and through other communication mediums, and routes more complex inquiries to the appropriate entities
• 15% Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums
• 10% Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision
• 20% Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
• 10% Coordinate office wide purchasing and budget tracking for Academic Affairs
• 5% Coordinates front desk staffing and coverage by student staff
• 5% Supports CALS Office of Academic Affairs initiatives and programming

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: PreferredH.S. Diploma Qualifications: Required:- Demonstrated strength in communication skills, both verbal and written (e.g., professional emails, memos, reports to internal and external audiences; responding to inquiries from colleagues or customers; adjusting communication style as needed; attention to detail; initial point of contact for general questions and requests)-Multicultural awareness and competence; ability to work in a diverse environment and serve students and families and community partners from a wide variety of backgrounds- Organizational and time-management skills that include: problem-solving, multi-tasking, prioritizing, and meeting deadlines -Works collaboratively and cultivates relationships with internal and external partners (e.g., internal colleagues, school districts, prospective students, students and families, faculty and staff, community partners, etc.)-Experience using computer software/programs (e.g., Zoom, Teams, and/or WebEx; word processing; spreadsheets; email programs; newsletter programs like Eloqua; Wordpress; databases, etc.)Preferred:-Developing basic event marketing materials (e.g., posters, newsletters and social media posts, etc.)-Supporting event management and implementation (e.g., ordering catering, creating and tracking invitations, etc.) Work Schedule: Normal hours are 7:45am - 4:30pm, Monday through Friday. Work Type: Full Time: 100%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: Ongoing/Renewable Salary: Minimum $23.00 HOURLYDepending on Qualifications The anticipated salary range for this position is $23.00 - $26.25/hr. However, final salary will depend on experience and qualifications. Employees in this position can expect to receive benefits such as generous vacation, holidays, and paid time off; competitive insurances and savings accounts; retirement benefits. Additional benefits information can be found at: Additional Information: - Criminal background check may be required- A 6-month probationary period may be required- The successful applicant will be responsible for ensuring eligibility for employment in the United States by the start of the appointment. University sponsorship is not available for this position. How to Apply: Click on the Apply Online button to start the application process. You will be prompted to upload the following documents/Application Materials:Resume (required) - Detail your educational and professional backgroundCover letter (required) - Refer to your related work experience It's important that your cover letter and resume reflect your experience for this position related to the Qualifications section. Your application materials will be used during our evaluation to determine your qualifications as they relate to the job. The most qualified applicants will be invited to participate in the next step of the selection process. Contact: Sonia [email protected]###-####Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information. Official Title: Administrative Assistant II(AD002) Department(s): A07-COL OF AG & LIFE SCIENCES/ADMIN/ACADEMIC AFFAIRS Employment Class: University Staff-Ongoing Job Number: 307545-CP