Mechanical Engineering Office Manager

Job Description

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Job Category:
University Staff
Employment Type:
Regular
Job Profile:
Administrative Assistant II
Job Summary:
Mechanical Engineering is a large, research-intensive department with over 55 faculty, 1,800 students, and more than $36M in annual operational and research expenditures. The department is supported by an innovative and collaborative administrative team of 15.
Under the general supervision of the Department Administrator, the Administrative Assistant II functions as the primary contact person for the department office and provides critical administrative support for the Department of Mechanical Engineering (ME). This detail-oriented position requires excellent administrative, organization, and communication (oral, written, and electronic) skills as well as computer proficiency. It requires considerable professionalism, confidentiality, independent initiative, sound judgement, analytic ability, and problem-solving skills in a high-paced multi-tasking environment.
Additional Information:
The successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment. University sponsorship is not available for this position.
This position requires work be performed in-person, onsite, at a designated campus work location.
Key Job Responsibilities:
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
Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision
Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums
Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
Assists with financial transactions related to department events.
Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
Department:
College of Engineering, Department of Mechanical Engineering
Compensation:
The starting rate for the position is $24.00 per hour, 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. Please review the
summary of benefits
for more information.
Required Qualifications:
Extensive experience in customer service and/or public facing professional office environment required.
Extensive experience with Microsoft Office required
Experience collaborating with a team on projects, developing standards, sharing ideas and coordinating workflows.
Preferred Qualifications:
Experience with following policies and procedures related to travel, purchasing, and event management.
Experience with Workday
Experience in Higher Ed
Demonstrated time management and organizational skills with strong attention to detail.
Demonstrated excellent communications skills
Education:
Associate's degree is preferred
How to Apply:
Please click on the "Apply Now" button to start the application process. To apply, you will be asked to submit a cover letter and resume addressing your interest in working in the Mechanical Engineering department and highlighting your qualifications as they relate to this position.
Application reviewers will rely on these written materials to determine which applicants move forward in the process. References will be requested from final candidates. All applicants will be notified once the search concludes and a candidate is selected.
Contact Information:
Catherine Carter,
clcarter2@wisc.edu
; 608.265.2155
Relay Access (WTRS): 7-1-1. See
RELAY_SERVICE
for further information.
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.
The University of Wisconsin-Madison is an Equal Opportunity Employer.
Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, 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 by acknowledging skills and expertise from all backgrounds and encourage all qualified individuals to apply. For more information regarding applicant and employee rights and to view federal and state required postings, visit the
Human Resources Workplace Poster website
.
To
request a disability or pregnancy-related accommodation
for any step in the hiring process (e.g., application, interview, pre-employment testing, etc.), please contact the
Divisional Disability Representative (DDR)
in the division you are applying to. Please make your request as soon as possible to help the university respond most effectively to you.
Employment may require a criminal background check. It may also require your references to answer questions regarding misconduct, including 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).

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Annual Security and Fire Safety Report
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University of Wisconsin Police Department
.