Admin Asst to Division Head

Job Details

Salary:
***Current Employees: If you are currently employed at any of the Universities of Wisconsin, log in to Workday to apply through the internal application process.***

Job Category:University Staff

Employment Type:Regular

Job Profile:Administrative Assistant II

Job Summary:

The Division of Nephrology is seeking an Administrative Assistant to provide support to the Division Head as well as division faculty, staff and leadership in advancing the Division’s clinical and academic missions.

In this position, the candidate will:

• Provide high-level administrative support to division leadership and the division at large, contributing to strategic initiatives and daily operations
• Deliver professional and responsive customer service
• Assist with faculty calendaring, travel coordination, expense reimbursement and general administrative needs
• Assist with recruitment activities including creating itineraries, scheduling interviews
• Provide administrative support for events and meetings, including creating agendas, presentations and meeting minutes
• Maintain and communicate clinical schedules
• Maintain faculty and division files, directories and distribution lists
• Organize and track multiple ongoing projects, helping ensure deadlines are met and priorities are aligned
• Serve as a backup to other administrative staff and functions within the division
• 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. A remote schedule may be considered (up to 2 days per week), and workplace flexibility for occasional remote work requests based on operational needs and supervisor approval
• Hours generally Monday through Friday 8:00a.m.- 4:30p.m. The work schedule has a small window for flexibility for start and end times.

Key Job Responsibilities:

• 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
• Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums
• Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision
• Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
• Maintain QGenda schedules and paging schedules for multiple services
• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations

Department:

School of Medicine and Public Health, Department of Medicine, Division of Nephrology

With a distinguished team of 20 exceptional faculty members, 16 advanced practice providers, 6 staff members and 10 fellows, the Division of Nephrology at the University of Wisconsin-Madison is renowned for delivering high-value patient care, driving innovative research, and developing future leaders in medicine.

We offer comprehensive education, research, and clinical programs in partnership with our world-class university, our remarkable health system—which boasts the highest-ranked hospital in the state for 13 years in a row—and an award-winning regional Veterans hospital.

We are innovative, collaborative, and compassionate. We strive for excellence and equity, and to make an impact in Wisconsin and beyond.

Visit our official website to learn more about our work and opportunities.

Compensation:

The starting hourly wage for the position is $22.00 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. For more information, refer to the campus benefits webpage and SMPH University Staff Benefits Flyer 2026.

Required Qualifications:

• 1 year experience minimum with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), video conferencing software and commonly used digital tools such as Zoom and Teams; ability to quickly learn new software and systems
• At least 1 year previous experience in an administrative support or similar role, with the ability to be administratively self-sufficient
• Experience scheduling meetings and events, maintaining records, and organizing events and meetings

Preferred Qualifications:

While not required, the following experiences and skills are highly valued and will enhance a candidate’s ability to succeed in this role:

• Experience working in an academic medicine professional office environment, particularly in administrative support roles
• Experience using QGenda, the workforce management platform for healthcare scheduling, on-call management, time and attendance
• experience with arranging business travel and coordinating logistics,
• Experience processing reimbursements or handling financial transition in a professional setting
• Prior experience within the University of Wisconsin System or a similar higher education institute
• Demonstrative ability to work independently while contributing to a team-oriented culture, embracing collaboration and shared success
• Demonstrated ability to coordinate complex daily activities of a team

Education:

High School Diploma preferred; Associate’s degree in relevant field of business or administrative professional preferred

How to Apply:

For the best experience completing your application, we recommend using Chrome or Firefox as your web browser.

To apply for this position, select either “I am a current employee” or “I am not a current employee” under . You will then be prompted to upload your application materials.

Important: The application has only one attachment field. Upload the following documents in that field, either as a single combined file or as multiple files in the same upload area.

Upload required documents:

• Cover letter
• Resume

Applicants should attach a cover letter and resume detailing their training and experience as they relate to the required and preferred qualifications listed above. Application reviewers will rely on these written materials to determine which applicants move forward in the recruitment process.

To help us better understand how your background aligns with the Division of Nephrology Administrative Assistant position, please use your cover letter to address the following three areas:

• Your ability to proactively manage multiple competing priorities, tasks, and deadlines
• How you demonstrate flexibility and adaptability when responding to shifting needs or unexpected challenges
• Your approach to organization and communication, particularly in administrative or academic settings.

Please keep your responses concise but substantive, focusing on how your experience and skills support success in this role.

The search committee will review all application material after the posted deadline. We will notify selected applicants to participate further in the selection process directly. References will be requested from final candidates. All applicants will be notified once the search concludes and a candidate is selected.

University sponsorship is not available for this position, including transfers of sponsorship and TN visas. 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. If you are selected for this position, you must provide proof of work authorization and eligibility to work.

The department will not be able to support a request for a J-1 waiver. If you choose to pursue a waiver and apply for our position, neither the UW nor UWMF will reimburse you for your legal or waiver fees.