Adminsistrative Assistant III

Job Summary:

The Wisconsin Union Theater (WUT) at UW-Madison seeks an experienced, proactive, and organized part-time Administrative Assistant to support the daily operations of this dynamic performing arts presenter. The Administrative Assistant directly supports the Theater Director and provides the unit with administrative, financial, event, and project management support. During the summer, WUT staff focus on projects they cannot usually get to because of the busy event season. This position will be responsible for various projects in preparation for the fall.

WUT's mission is to present, produce, and promote diverse cultural and educational performing arts experiences to create social impact. It carries out this mission by presenting an annual performing arts season featuring some of the world's most iconic artists and arts activists in music, theater, dance, and more. It also serves as a rental venue for university departments, student organizations, and community organizations, and it runs ticketing services and a box office for arts events. WUT is host to approximately 160 performances annually.

Responsibilities:

Provides general administrative support, while exercising discretion, to the administrator of a department or division of the institution or to the administrator of multiple institution programs, services, and activities.

• 20% Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• 20% Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums
• 10% Prepares and audits complex records, edits documents, and reviews work done by others
• 10% Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures
• 20% 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
• 5% Assists artistic programming and artist services staff with communication and event-related tasks, including occasional on-site event support on evenings and weekends
• 5% Works with several different staff, faculty, and students to coordinate needs related to the Andr? De Shields Fund award operations and implementation
• 5% Assists with collecting, compiling, reporting, and processing data and financial information as needed
• 5% Take on seasonal projects as needed; act as project manager for unit-wide projects involving all Theater staff, including full-time, part-time, and student staff

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.

Qualifications:

o Ability to work in a dynamic, busy environment in an office of people who have varied schedules
o Excellent organizational and time management skills
o Great attention to detail
o Ability to maintain punctuality, reliability, and consistency
o Ability to handle multiple tasks with simultaneous deadlines
o Excellent interpersonal skills
o Excellent verbal and written communication skills; ability to communicate professionally with many different constituents and levels of staff
o Excellent spelling and grammar in correspondence, good proofreading skills
o Ability to anticipate and have a proactive approach
o Resourceful, self-initiative
o Familiarity with general office practices and procedures, record keeping, data collection/retrieval, answering phones, taking messages
o Proficiency with email, computer databases, and web-based programs. Strong computer software skills, including experience with Microsoft Suite, Adobe Acrobat, and Google Drive; project management software experience a plus (i.e., Airtable, Asana)
o Willingness to learn and train on systems, apps, or software used by the Theater or UW
o Ability to work both independently and collaboratively

Work Schedule:

Proposed schedule would be as listed below, schedule would be set with person hired.
M, W, Th, F: 9am-1pm
Tuesday: 1pm-5pm

Work Type:

It is anticipated this position requires work be performed in-person, onsite, at a designated campus work location.

Appointment Type, Duration:

Terminal appointment.
This position has the possibility to be extended based on need and/or funding.

Salary:

Minimum $21.00 HOURLY
Depending on Qualifications

Additional Information:

The Wisconsin Union operates from several buildings on the UW-Madison campus including Memorial Union, Union South, Fluno Center, Pyle Center, University Club, Red Gym, and the Student Activity Center. The Wisconsin Union is a financially self-supporting division of the University of Wisconsin-Madison. Financial support for the organization is provided by income earned by over thirty food service units and a variety of nonfood units such as games, guest rooms, space rentals and campus vending. Substantial support is also provided by student fees. The total annual organizational budget is approximately $60 million dollars.

How to Apply:

To apply for this position, please click on the "Apply Now" button. You will be asked to upload a resume and cover letter as a part of the application process. Please outline your relevant work experience as it relates to the qualifications.

Contact:

Rod Rotar
rod.rotar@wisc.edu
608-263-5596
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

Official Title:

Administrative Assistant III(AD003)

Department(s):

A96-WISCONSIN UNION/SOC ED /THEATER

Employment Class:

Temporary Employment

Job Number:

300703-CL

The University of Wisconsin-Madison is an Equal Opportunity and Affirmative Action Employer.

Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, gender identity, 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 through diversity and encourage all qualified individuals to apply.

Employment may require a criminal background check. It may also require you and your references to answer questions regarding 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).

The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. UW-Madison will provide a paper copy upon request; please contact the University of Wisconsin Police Department.