COVID-19 Update:  In-person interviews are suspended indefinitely. Interviews will use a telephone or virtual (online) format.

University of Wisconsin–Madison

Jobs at UW

University of Wisconsin–Madison



Apply now Job no: 229023-US
Work type: Staff Full or Part Time, Staff-Full Time, Staff-Part Time
Location: Madison
Categories: Communications, Editing, Broadcasting, Media, Event Planning, Program Coordination, Office & Administrative Support, Project Management

Position Summary:

The Administrative Assistant will be responsible for a variety of logistical and operational support activities for ICTR, with a primary focus on coordinating the complex calendars of three ICTR executives - the Executive Director, Deputy Executive Director, and Chief of Biomedical Informatics. This will require establishing and maintaining professional relationships within the University of Wisconsin School of Medicine and Public Health (SMPH), UW Health (UWH), Marshfield Clinic Research Institute (MCRI), and others as needed to support critical connections between ICTR leaders and our collaborating partners. Communications will involve collaborators at all levels, including executive leadership, department chairs, division heads, administrators, physicians, scientists, staff, and other internal and external customers.

The incumbent is expected to utilize a considerable amount of independent initiative and judgment, exercising a high level of administrative problem solving and analytic ability. This position will report to the ICTR Administrative Director as part of ICTR's central administration team.

The School of Medicine and Public Health has a deep and profound commitment in diversity both as an end in itself, but also as a valuable means for eliminating health disparities. As such, we strongly encourage applicants from candidates who foster and promote the values of diversity and inclusion.

Position Duties:

List of Duties

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

Degree and Area of Specialization:

No Degree Required. Associates degree preferred.

Minimum Years and Type of Relevant Work Experience:

Required Qualifications:
-Minimum of 2 years of experience providing comprehensive logistical and communications support for executive leaders (managing complex calendars, coordinating logistics and travel for meetings and events, drafting meeting minutes, etc.).
-Excellent written and verbal communication skills.
-Strong customer service orientation with excellent interpersonal skills.
-Proficiency with Microsoft Word, Excel, PowerPoint.
-Ability to handle sensitive issues and always maintain confidentiality.
-Ability to create and maintain professional relationships with all levels of personnel within and outside the University.

Preferred Qualifications:
-Experience with UW-Madison administrative systems and processes, such as using a purchasing card, booking travel, or ordering supplies.
-Facility with Cloud-based tools for storing and sharing information.
-Experience working in the field of health care, health informatics or clinical research.

Additional Information:

The successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment.



Work Schedule:

Standard business hours at 7:45-4:30, exact schedule will be determined at hire.

Appointment Type, Duration:



Minimum $21.00 HOURLY
Depending on Qualifications

Instructions to Applicants:

Please click "Apply Now" to start the application process. You will be required to submit a cover letter and resume for consideration. Your cover letter should highlight your experience and skills as they relate to the listed qualifications for maximum consideration.

This application will also require submission of three professional references, including your current or most recent supervisor. References will not be contacted without advance notice.


Kim Mcfarlane
Relay Access (WTRS): 7-1-1 (out-of-state: TTY: 800.947.3529, STS: 800.833.7637) and above Phone number (See RELAY_SERVICE for further information. )

Official Title:


Employment Class:

University Staff-Ongoing

Job Number:


  The University of Wisconsin is an Equal Opportunity and Affirmative Action Employer. We promote excellence through diversity and encourage all qualified individuals to apply.

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:

The University of Wisconsin-Madison is engaged in a Title and Total Compensation (TTC) Project to redesign job titles and compensation structures. As a result of the TTC project, official job titles on current job postings may change in Fall 2020. Job duties and responsibilities will remain the same. For more information please visit:

Employment will require a criminal background check. It will 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.

Applications Open: Central Standard Time
Applications Close: Central Standard Time

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