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University of Wisconsin–Madison

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University of Wisconsin–Madison

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ADMINISTRATIVE ASSISTANT

Apply now(opens in a new window) Job no: 273752-US
Work type: Partial Remote, Staff-Full Time
Department:SMPH/DERMATOLOGY/DERMATOLOG
Location: Madison
Categories: Administrative Services

Job Summary:

Under the general direction of the Executive Assistant to the Chair, the Administrative Assistant II supports the missions of the Department of Dermatology by coordinating several operational and ad hoc duties. This position functions as a primary contact person for the department and provides critical administrative support for the Department of Dermatology. This detail-oriented position requires excellent administrative, organizational, and communication (oral, written, and electronic) skills as well as computer proficiency. It requires considerable professionalism, confidentiality, independent initiative, sound judgement, analytic ability, and problem-solving skills. This position supports the clinical and research faculty with administrative support as needed. The successful candidate will have the ability to manage competing priorities as well as the ability to work independently in dealing with the diverse elements of the complex organization of UW-SMPH.

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
  • 40% 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
  • 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
  • 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
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:

- Minimum of three years work experience required
- Proficiency in Microsoft Office Suite Programs (Outlook, Word, Excel, etc.) as well as Webex and Zoom (or similar) required
- Experience working in an office setting providing high level administrative support desired
- Experience in academic or medical administration preferred

Work Schedule:

8-5 M-F

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 $17.00 HOURLY
Depending on 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. Benefits information can be found at (https://hr.wisc.edu/benefits/)

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. University sponsorship is not available for this position.

This position has been identified as a position that will be located in or regularly access UW Health locations. This position will need to adhere to UW Health policies and affiliated requirements. UW Health requires that anyone (all staff, faculty students, volunteers, and other affiliated individuals) working in or regularly accessing UW Health locations receive the COVID-19 primary vaccination series and first booster. This position will be required to adhere to that policy and if not in full compliance to have a plan for achieving full compliance within 40 days of the first day of employment. Additionally, you may be required to adhere to other vaccination requirements. Medical or religious accommodations will be considered.

How to Apply:

At UW School of Medicine and Public Health, we are dedicated to building a diverse, inclusive and authentic workplace, so if you're excited about this role, we encourage you to apply.

The Department of Dermatology and the University of Wisconsin-Madison are committed to fostering diversity. We encourage applications from potential candidates of all race, class, gender, sexuality, ability, nationality, religion, and other group identities; and we encourage applications from candidates who can demonstrate a commitment to diversity, equity, and inclusion.

To apply for this position, please click on the "Apply Now" button. You will be asked to upload a current resume, a cover letter briefly describing how you meet the minimum/preferred qualifications for the position, and a document listing contact information for three (3) references, including your current/most recent supervisor. References will not be contacted without prior notice.

Contact:

Caitlin Staley
caitlin.staley@wisc.edu
608-265-1325
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.



Official Title:

Administrative Assistant II(AD002)

Department(s):

A534300-MEDICAL SCHOOL/DERMATOLOGY/DERMATOLOG

Employment Class:

University Staff-Ongoing

Job Number:

273752-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.

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 Standard Time
Applications Close: Central Standard Time

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