Administrative Assistant

Universities of Wisconsin • Madison, WI

3d • Onsite

About The Position

The Administrative Assistant for the UW-Madison Child Development Lab (CDL) is an integral part of our administrative team and supports the day-to-day program operations to ensure compliance with all State of Wisconsin childcare licensing and local and national accreditation standards. The CDL Administrative Assistant reports to the CDL Director and provides clerical and administrative support. The Administrative Assistant is the first point of contact for people entering the CDL, and they play a central role in ensuring clear and transparent communication across all stakeholders. The Administrative Assistant will be responsible for the day-to-day office operations including but not limited to ordering and tracking supplies, providing front-end assistance to staff and families, and maintaining CDL records. The Administrative Assistant must employ critical thinking skills while appropriately responding to changing daily programmatic needs. This position requires the ability to multi-task in a dynamic, busy and fast-paced work environment, assistance to staff and families, and maintaining CDL records. The Administrative Assistant must employ critical thinking skills while appropriately responding to changing daily programmatic needs. This position requires the ability to multi-task in a dynamic, busy and fast-paced work environment.

Requirements

• Must successfully complete a fingerprint-based criminal background check prior to employment, with an annual criminal background check completed thereafter.
• Physical exam required upon job offer and again every 2-5 years.
• Must meet WI State Licensing requirements for staff working in childcare programs.
• Must complete required trainings and professional development on an ongoing basis.

Nice To Haves

• Working knowledge of early childhood education, child development, and center-based programming to include knowledge of childcare accreditation processes, licensing and other regulatory agencies in order to maintain compliance.
• Administrative Assistant experience, strong problem-solving and analytical skills.
• Demonstrated commitment to diversity, inclusion and engagement applied to areas of early childhood development and education, as well as client-facing customer service.
• Strong attention to detail, organizational skills, and demonstrated ability to prioritize work tasks in a fast-paced, dynamic setting.
• Background in project management with a demonstrated ability to collaborate across roles and engage all team members for timely completion of tasks.
• Experience with supporting enrollment processes (answering questions, managing waitlist, sending contracts, etc.) and comfortable leading tours for prospective families.
• Demonstrated proficiency using Microsoft Office suite (Word, Excel, PowerPoint) as well as other relevant internet applications and social medias (Facebook, Instagram).

Responsibilities

• 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
• Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision

Benefits

• generous paid time off
• competitively priced health/dental/vision/life insurance
• tax-advantaged savings accounts
• participation in the nationally recognized Wisconsin Retirement System (WRS) pension fund

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED
• Number of Employees: 251-500 employees