Administrative Assistant II

Job Summary:

This Administrative Assistant II in the Department of Medicine, Division of Rheumatology assists faculty and other staff by coordinating their complex daily activities allowing them to complete the successful performance of their teaching, research, service, clinical, outreach, and administrative duties. This role requires excellent administrative, organizational, oral and written communication skills and an innovative, collaborative, service-oriented, and strategic individual would be a great addition on our productive administrative team!

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

• 20% Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• 10% 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
• 20% 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
• 20% Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
• 20% Performs administrative tasks including meeting agendas and minutes, word processing, calendaring and purchasing

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 Qualifications:

• At least 1 year of providing administrative support

• Professional level and highly efficient use of Microsoft suite software

Preferred Qualifications:

• At least one year of relevant experience in a healthcare setting

• Experience with travel arrangements and travel reimbursements

• Experience managing calendars and scheduling complex meetings

• Experience using virtual conference tools (WebEx, Zoom, Microsoft Teams, etc)

Work Schedule:

Monday - Friday. The exact schedule will be determined at the time of hire.

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.

Appointment Type, Duration:

Ongoing/Renewable

Salary:

Minimum $21.00 HOURLY

Depending on Qualifications

The starting pay rate for the position is $21.00 per hour 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 successful candidate must have the following soft skills:

• Exceptional administrative and interpersonal skills

• Strong verbal, written and organizational skills

• Ability to work independently under general supervision, prioritize duties and demonstrate effective time management

• Strong attention to detail

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. You will also be asked to provide contact information for three (3) references, including your current/most recent supervisor during the application process. References will not be contacted without prior notice.

Contact:

Audrey Nelson

adnelson@medicine.wisc.edu

608-262-5869

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

Official Title:

Administrative Assistant II(AD002)

Department(s):

A53-MEDICAL SCHOOL/MEDICINE/RHEUMATOL

Employment Class:

University Staff-Ongoing

Job Number:

301670-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.