THRIVE Administrative Assistant

Universities of Wisconsin•Madison, WI

7d•$24 - $28•Hybrid

About The Position

The Wisconsin Institute for Discovery (WID) is searching for an organized, client-focused team member to support the Research, Innovation and Scholarly Excellence (RISE) Initiatives at the University of Wisconsin-Madison. RISE is designed to help address significant, complex challenges of particular importance to Wisconsin and the world. It has three areas of focus: Artificial Intelligence (AI), Environment and sustainability (EARTH), and THRIVE, which aims to harness and grow the university’s reputation as a global powerhouse in interdisciplinary health research that promotes tangibly healthier lives for Wisconsinites and people and communities around the world. The RISE-THRIVE collaboration Headquarters is based at WID, and the successful candidate will be part of a dynamic team supporting this campus-wide effort to grow our portfolio on interdisciplinary health research, spanning health research in laboratory, clinical, and population sciences. This position will primarily support the THRIVE HQ, with some additional support for cross-cutting projects across the three RISE initiatives. The administrative assistant will organize and manage meetings and events; communicate with campus and external partners; and provide administrative support for RISE internal research funding competitions and other functions. In addition, this position will provide administrative support for collaboration of RISE with the Office of the Vice Chancellor for Research. Applicants must be able to work in-person at the WID office located in the Discovery building on the UW–Madison campus. This position offers remote work flexibility.

Requirements

Administering or managing projects, tasks, and deadlines using digital tools
Solving problems both independently and collaboratively
Communicating professionally with clients

Nice To Haves

Administratively supporting a group or a team in a professional setting
Managing event and meeting logistics such as registration, catering, venue reservations, agendas, presentations, and other details, ideally with some of this experience at UW-Madison
Coordinating calendars and scheduling meetings for multiple individuals
Updating websites, ideally using the WiscWeb platform / Wordpress
Handling financial transactions for an organization or office
Comfortable utilizing the following platforms: Workday, Microsoft Word and Excel, Adobe Acrobat, Google Drive, Box, Zoom, Microsoft Teams, or similar virtual meeting platforms; experience with SurveyMonkey Apply and Adobe design software / Canva is a plus
Prior experience within the University of Wisconsin System or a similar higher education institution is preferred

Responsibilities

Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision
Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
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
Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums
Provides on-site setup, registration, troubleshooting, take down, and cleanup for events
Updates websites
Provides administrative support for internal research funding competitions