Administrative Assistant II

Job Summary:

The Administrative Assistant II works within the Office of the Chair in the Department of Family Medicine and Community Health under the supervision of the Administrative Manager and with a team of other administrative members. This role will provide administrative support for all department awards including but not limited to collection of award materials, drafting support letters, and submission of award materials.

This role will support the department's philanthropic efforts and provide administrative support on organizing department events. This role will also serve as a back-up to other colleagues within the Office of the Chair as needed and work on projects that may be department wide in scope to advance the operations and mission of the department.

Responsibilities:

Provides administrative support for a department, group of professionals, or to the manager of a work group consisting of professional staff and subordinate supervisors in support of unit goals, under general supervision

• 15% Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• 30% 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
• 15% Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums
• 10% Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision
• 10% Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
• 15% Coordinates all department awards and assists with annual department events
• 5% Supports the department's philanthropic efforts by checking donations and sending acknowledgements out, meeting with Finance for possible fund usage, and coordinating the annual ask for the department

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.

For more information on diversity and inclusion on campus, please visit: Diversity and Inclusion

Education:

Preferred

H.S. Diploma

Qualifications:

Required:

• Experience in an administrative setting providing administrative support and coordination.

• Ability to communicate effectively and professionally, both orally and in writing.

• Familiarity and experience with Microsoft Office suite.

• Ability to manage time effectively and work independently with minimal supervision.

• Excellent organization and prioritization skills.

Preferred:

• Preference will be given to experience providing administrative support to an organization's philanthropic efforts and/or recognition programs/awards.

• Ability to manage sensitive issues and maintain confidentiality at all times.

Work Schedule:

This position is expected to work from 8:00 am to 4:30 pm Monday through Friday; some evening hours may be required.

Work Type:

Full Time: 100%

This position may require some work to be performed in-person, onsite, at a designated campus work location. Some work may be performed remotely, at an offsite, non-campus work location.

This position is hybrid and will need to work from the office two days a week (Friday required).

Appointment Type, Duration:

Ongoing/Renewable

Salary:

Minimum $20.00 HOURLY

Depending on Qualifications

The starting hourly wage for the position is $20.00 but is negotiable based on experience and qualifications.

Employees in this position can expect to receive benefits such as generous vacation, holidays, and sick leave; competitive insurances and savings accounts; retirement benefits.

Benefits information can be found at: https://hr.wisc.edu/benefits/

SMPH University Staff Benefits flyer:

https://uwmadison.box.com/s/656no0fcpy2tjg86s4v0chtxx25s3vsm

Additional Information:

The University of Wisconsin Department of Family Medicine and Community Health (DFMCH) is a large, tier-one clinical department in the UW School of Medicine and Public Health that offers outstanding educational and research programs. UW DFMCH has 204 faculty, 211 adjunct faculty, and 170 staff located throughout the state transforming health care for all.

There are over 160 residents in our sponsored and academic partner programs, with the Madison residency program ranking ninth in the nation for 2023. More than 400 medical students train in the department each year. In fiscal year 2023, our physicians and residents practicing at 17 clinics throughout the state managed over 403,900 patient visits - an integral part of the department's success that demonstrates its commitment to patient care.

Research funding from the NIH and other state, federal and private sources exceeded $6.7 million in fiscal year 2023 and supported major research projects in pain management, opioid prescription guidelines, mobile health for alcohol use disorder treatment, management of sinusitis, and infectious disease surveillance. Learn more about our department's work by visiting https://www.fammed.wisc.edu/

DFMCH has a Diversity, Equity, and Inclusion (DEI) Committee that was formed in 2015. The committee's vision is for DFMCH to be a place where everyone feels engaged, included, and has a sense of belonging; a place that reflects the community we serve at all levels. Learn about our DEI commitment here: https://www.fammed.wisc.edu/diversity/

University sponsorship is not available for this position, including transfers of sponsorship. The selected applicant will be responsible for ensuring their continuous eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without the need of an employer sponsorship) on or before the effective date of appointment.

This position is an ongoing position that will require continuous work eligibility. UW-Madison is not an E-Verify employer, and therefore, is not eligible to employ F1 STEM OPT Extension participants. If you are selected for this position you must provide proof of work authorization and eligibility to work.

How to Apply:

To apply for this position, please click on the "Apply Now" button. You will be asked to upload a current resume/CV and a cover letter briefly describing your qualifications and experience.

Contact:

Paige Steinert

paige.steinert@fammed.wisc.edu

608-890-1740

Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

Official Title:

Administrative Assistant II(AD002)

Department(s):

A53-MEDICAL SCHOOL/FAMILY MED/FAMILY MED

Employment Class:

University Staff-Ongoing

Job Number:

300328-CP

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. For more information regarding applicant and employee rights and to view federal and state required postings, click here

If you need to request an accommodation because of a disability, you can find information about how to make a request at the following website: https://employeedisabilities.wisc.edu/disability-accommodation-information-for-applicants/

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.