Administrative Assistant III

Job Summary

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.

• 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

• 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

H.S. Diploma Preferred

Regular

University Staff

School of Medicine and Public Health, Dean's Office

• The starting hourly wage for the position is $28.40 per hour; negotiable based on experience and qualifications.
• Employees in this position can expect benefits such as generous vacation, holidays, and sick leave; competitive insurances and savings accounts; retirement benefits.

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…