Administrative Assistant III

Universities of Wisconsin • Madison, WI

2d • $28 • Onsite

About The Position

The Administrative Assistant III (AAIII) serves as a high-level tactical co-pilot to the Executive Assistant II (EAII) within the Dean’s Office, providing essential operational support to the school’s senior leadership. This role is primarily responsible for supporting the Dean’s Office complex executive calendars and managing multi-leg travel logistics and financial reconciliation for the Dean, Chief of Staff, and other leadership. As the "front-of-house" lead for the Dean’s Office suite, the AAIII ensures a pristine professional interface for all stakeholders, managing centralized service accounts and in-person inquiries. By assisting with the digital workflows, auditing vendor contracts, and overseeing the technical readiness of executive meeting spaces, the AAIII ensures fiscal compliance and smooth day-to-day operations in the Dean’s Office. This position is a key contributor to maintaining the Dean’s operational tempo and protecting leadership bandwidth in support of the school’s tripartite mission. This position requires work to be completed onsite, at a designated campus work location. The work schedule is flexible and will be determined at the time of hire.

Requirements

• Minimum 2 years of administrative support, or relevant experience
• Demonstrated experience performing complex financial auditing and expense reconciliation while ensuring strict adherence to institutional policies and audit requirements
• Proven ability to coordinate high-level, multi-leg travel logistics and lodging for executive leadership, including the management of real-time itinerary changes
• Experience overseeing procurement workflows, including supply inventory auditing, material ordering, and the administrative handling of third-party vendor contracts
• Experience working in a dynamic, fast-moving office environment where priorities shift daily or hourly.

Responsibilities

• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums
• Prepares and audits complex records, edits documents, and reviews work done by others
• Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures
• 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

Benefits

• Employees in this position can expect to receive benefits such as generous vacation, holidays, and sick leave; competitive insurances and savings accounts; retirement benefits.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED