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University of Wisconsin–Madison

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University of Wisconsin–Madison

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ADMINISTRATIVE ASSISTANT II

Apply now(opens in a new window) Job no: 257298-US
Work type: Partial Remote, Staff Full or Part Time, Staff-Full Time, Staff-Part Time
Department:SMPH/FAMILY MED/FAMILY MED
Location: Madison
Categories: Administrative Services

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 Department Administrator and with a team of other administrative members. In the future, this role will report into an Administrative Manager who will lead this administrative team. This role will provide administrative support for several clinic site leads and other clinical faculty leaders. This role will also serve as a back-up to other colleagues within the Office of the Chair and as a float to other areas in the department to provide back-up as needed. The Administrative Assistant II will also work on several projects that may be department wide in scope to advance the operations and missions of the department.

SMPH is committed to being a diverse, equitable, inclusive and anti-racist workplace and is an Equal Employment Opportunity, Affirmative Action employer. Applications from Black, Indigenous and People of Color (BIPOC) individuals, LGBTQ+ and non-binary identities, women, persons with disabilities, military service members and veterans are strongly encouraged.

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
  • 20% 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
  • 5% 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
  • 15% Provides department administrative support to clinic site leads and other clinical faculty leaders
  • 5% Functions as administrative back-up to other administrative roles and/or float to other administrative areas in 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 assisting a senior or executive level position and/or team
- Ability to demonstrate leadership skills within a collaborative setting or team environment
- Strong organizational skills with attention to detail
- Excellent communication skills

Preferred:
- The ideal candidate will be able to work independently and can function with minimal supervision
- Ability to manage sensitive issues and maintain confidentiality at all times
- Ability to prioritize and keep multiple ongoing projects well organized
- Professional level and highly efficient use of base Microsoft Office software products

COVID-19 Considerations:

UW-Madison continues to follow necessary health and safety protocols to protect our campus from COVID-19. All employees remain subject to the COVID-19 Workplace Safety Policy: https://policy.wisc.edu/library/UW-5086. Please visit https://covidresponse.wisc.edu for the most up-to-date information.

Work Schedule:

This position is expected to work from 8:00 am to 5:00 pm Monday through Friday; evening or weekend hours may be required.

Work Type:

Full or Part Time: 80% - 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 $19.69 HOURLY
Depending on Qualifications
The starting salary for the position is $19.69 but is negotiable based on experience and qualifications. Employees in this position can expect to receive benefits such as generous vacation, holidays, and paid time off; competitive insurances and savings accounts; retirement benefits.

Additional Information:

We prefer to fill this position full-time at 100% FTE.

The successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment. University sponsorship is not available for this position.

Please be aware that successful applicants are 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 employer sponsorship) on or before the effective date of appointment. This position is an ongoing position that will require continuous work eligibility. If you are selected for this position you would have to 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, a cover letter briefly describing your qualifications relevant to the position. 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:

Paige Neumeyer
paige.neumeyer@fammed.wisc.edu
608-890-1740
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:

Administrative Assistant II(AD002)

Department(s):

A532000-MEDICAL SCHOOL/FAMILY MED/FAMILY MED

Employment Class:

University Staff-Ongoing

Job Number:

257298-CP

  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: https://employeedisabilities.wisc.edu/disability-accommodation-information-for-applicants/

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 Daylight Time
Applications Close: Central Daylight Time

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