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University of Wisconsin - Madison

Position Vacancy ID: 80745
Title: PRG ASST ADV CONF

Working Title:PRG ASST ADV CONF
FTE:1
Schedule - Range:81-05
Organization:WISCONSIN STATE LABORATORY OF HYGIENE - OFFICE OF THE ASSISTANT DIRECTOR
Schedule
Comment:		Standard work schedule 7:30 AM-4:15 PM, Monday through Friday. May require additional work time outside of the normal work schedule due to an emergency event. Ability to work overtime with little advance notice.

Job Summary:This position assists in managing the Director's Office of the Wisconsin State Laboratory of Hygiene (WSLH) and provides program support for the Wisconsin Clinical Laboratory Network (WCLN) and the surveillance and testing activities for the Communicable Disease Division (CDD). The person in this position serves under general supervision as the assistant to the Director and the Deputy Director. This position must be able to take independent action and have a high level of problem solving and analytical skills. To perform successfully, the person in this position needs to acquire and demonstrate an excellent understanding of the WSLH mission, structure, policies and procedures. The person in this position is privy to confidential records (including patient information) and conversations that include management activities and decisions. The person in this position functions with a great degree of independence in performing the duties and responsibilities.

By its nature and location, this position is privy to confidential matters, i.e., collective bargaining relationships, that directly affect the employer-employee referred to in s.111.81(7) Wis.Stats. and includes management activities and decisions that directly affect classified and unclassified staff. This position functions with a great degree of independence in performing the duties and responsibilities.

The employee in this position is expected to use the tools and principles of quality management in performing his/her daily work including the following: Demonstrate exceptional customer service by establishing and maintaining effective professional relationships with managers, supervisors, co-workers, and all customers; provide constructive feedback for the purpose of continuous improvement in a manner that is supportive of the WSLH and its mission; use data collection tools to assemble information needed by the management team; use effective team skills to contribute to the efficient operation of the work unit; and present ideas, carry out assignments and provide timely information as required.

 

Goals and Worker Activities

A.40%Provide administrative support and assist with special projects for the WSLH Director and Deputy Director.
1.Carry out a variety of complex activities and special projects that include confidential and sensitive issues. This may require the position to choose how to achieve the goals of project including gathering information from others, researching background material, analyzing data, and leading teams. Examples may include coordinating results of program reviews, compiling and formatting financial data, or developing presentations.
2.Maintain a high level of confidentiality and professionalism especially as it relates to confidential records and conversations. Duties may include sensitive issues, for example, employee performance reviews, employee discipline actions, salary and compensation issues, fiscal information and strategy development related to collective bargaining.
3.Participate in discussions between the Director and WSLH Division Directors regarding bargaining strategies. Prepare notes and follow-up as may be appropriate.
4.Generate and finalize correspondence for the Director ranging from informational letters to complex reports that require seeking and assembling information.
5.Manage and file confidential and sensitive records such as, responses to legal matters or personnel investigations, strategy development related to collective bargaining, etc. Assure that all personnel records are properly transferred to the Human Resources department.
6.Follow-up with the Office of Legal Affairs on matters requiring their expertise such as court orders and subpoenas.
7.Regularly review the annual management calendar and assure the Director has scheduled adequate lead time to meet deadlines. Prepare necessary reports and gather other materials to facilitate accomplishment of the activity, for example, renewal of accreditations and licensures, quarterly fiscal reviews, and filing of annual lobbying reports, filing of faculty effort reports, annual performance reviews of faculty and staff.
8.Prepare background information for the Director for meetings, including assuring there is an agenda with expected outcomes developed prior to each meeting. Assemble relevant materials and provide a briefing if appropriate.
9.Assist the Director in development of materials and slide presentations for teaching and other presentations.
10.Establish and maintain official WSLH filing and record maintenance systems.
11.On a daily basis, maintain Director's calendar and schedule meetings.
   
B.20%Provide administrative support and coordinating functions for the WCLN and Communicable Disease Division (CDD) surveillance and testing team related to customer outreach and training.
1.Schedule and coordinate activities related to outreach training.
2.Make arrangements for audio-conferences, web casts, workshops and other meetings, including reserving facilities and equipment, coordinating with WSLH staff and other presenters, preparing agendas and other informational materials, registering and communicating with participants and collating and distributing post-event evaluation summary data.
3.Document continuing education credits for WSLH customers.
4.Prepare presentation materials, including PowerPoint files and handouts; collate, and prepare materials for mailings, meetings, website postings and/or workshops.
5.Prepare training and outreach materials for posting to WSLH website and download event registration information from WSLH on-line registration website.
6.Schedule and coordinate appointments, meetings, and travel arrangements for WSLH and other agency staff involved in training activities.
7.Maintain computer records related to training, outreach, and communication activities using spreadsheets, databases, and other programs as needed.
   
C.20%Provide general administrative support functions for the Communicable Disease Division staff.
1.Compose and type correspondence.
2.Transcribe and distribute WCLN and CDD team meeting minutes, including posting them on the Health Alert Network as needed.
3.Receive incoming telephone calls, document customer needs and transfer information to CDD staff. Use judgment and knowledge of the activities and organization of the Division to direct calls and provide information directly as appropriate.
4.Maintain computer records related to training, outreach, and communication activities using spreadsheets, databases, and other programs as needed. Assist with managing office supplies inventory and order supplies as needed. Generate reports as needed.
   
D.15%Oversee and manage the WSLH administrative office.
1.Assure that the administrative office runs efficiently and with a high level of professionalism.
2.Participate in the development and implementation of standard operating procedures to facilitate the efficient administrative processes within WSLH Administration.
3.Maintain a system for tracking and filing key records of the WSLH, for example: accreditation and licenses, audits, legal opinions, other legal matters, requests for public records, applications for controlled substances, official laboratory correspondence.
4.Create, maintain, review and assure prompt action for scheduled deadlines on the management calendar such as, renewal of accreditations and licensures, renewals of Select Agents and Controlled Substances applications, etc.
5.Participate in the management of office supplies inventory and order supplies as needed including assisting with managing departmental purchasing card and coordinate with WSLH Purchasing Department.
6.Provide other administrative support functions as required.
   
E.5%Back-up Support for the Operations of the WSLH Board of Directors and the WSLH Reception Desk.
1.Work with the WSLH Director to create an agenda for WSLH Board of Directors meetings.
2.Work with appropriate WSLH staff to compile board meeting materials and prepare slide presentations for board meetings.
3.Distribute the agenda and board meeting materials to board members and other key staff.
4.Assure the timely and accurate posting of the board meetings as required under the open meeting law.
5.Coordinate arrangements for board meetings, including location, electronic tools, conference phone, refreshments, lodging and parking.
6.Instruct board members on proper completion of claims forms for expense reimbursement. Process reimbursement request forms and maintain expense records.
7.Arrange for the recording of board meetings and create accurate meeting minutes.
8.Provide back-up coverage for the reception desk when necessary including answering the main WSLH telephone line and appropriately triaging calls; greeting guests as they arrive and assisting them with check-in including ID validation.
   

Knowledge and Skills

  1. Ability to work independently and effectively under general supervision with a wide variety of professional and support staff.
  2. Strong administrative, problem-solving and analytical skills and knowledge of modern office practices and techniques.
  3. Ability to effectively plan and organize the implementation of complex and lengthy assignments involving coordination of people and organizations on an local, state, and national level.
  4. Ability to develop and maintain effective professional working relationships with a diverse group of individuals and organizations.
  5. Ability to exercise independent judgment in complex and new situations.
  6. Ability to work in an ever-changing environment, flexible to accommodate frequent changing priorities.
  7. Ability to maintain a high level of confidentiality.
  8. Ability to do multiple tasks concurrently and in a courteous and calm manner, setting own priorities to meet the demand of the position.
  9. Advanced word processing, spreadsheet and computer skills using Microsoft Office Suite and high comfort level with web-based or on-line activities, such as posting information to websites, on-line ordering, downloading information, etc. (Experience with Adobe InDesign, Photoshop and Visio desirable.)
  10. Strong written and oral communication skills.
  11. Accuracy in spelling, usage of grammar, and attention to detail when checking all correspondence.
  12. Advanced recordkeeping and data gathering skills.
  13. Effective use of email.

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University Of Wisconsin Home PageUW Office Of Human Resources
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Wisconsin OSER (Office Of State Employment Relations) Home PageOSER State Personnel Information