Administrative Assistant II

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: Terminal (Fixed Term)

Job Profile: Administrative Assistant II

Job Summary:

The University of Wisconsin – Madison, Department of Medicine, Division of Rheumatology is seeking a motivated individual to help manage faculty administration. The incumbent will be working directly with the Chief of Rheumatology for calendaring and will make agendas and meeting minutes for division meetings. This position will also manage reimbursements for faculty and work on planning our division gatherings annually.

• 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.
• The work schedule is somewhat flexible and will be determined at the time of hire.
• Terminal, 24 month appointment
• This position has the possibility to be extended or converted to an ongoing appointment based on need and/or funding.
• Candidates who demonstrate the following knowledge, skills, and abilities will be given first consideration: 1) Understanding healthcare operational workflows; 2)Someone who can take initiative and work independently; 3) Someone who enjoys continual process optimization; 4) Someone with experience with organizational systems

Key Job Responsibilities:

• Establishes recruiting itineraries and assist in the onboarding/offboard process for faculty and staff
• Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
• Tracks compliance
• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• 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
• Performs administrative tasks including meeting agendas and minutes, word processing, and purchasing
• Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision

Department:

School of Medicine and Public Health, Department of Medicine, Division of Rheumatology, in the Operational Area of Rheumatology Administration

Fueled by innovation yet grounded in kindness, the Department of Medicine empowers leaders to transform medicine and improve lives everywhere. We are committed to professional fulfillment and health equity. We strive to ensure that everyone in our department understands the importance of social impact and belonging—and is empowered to champion it in all they do. Join us and be a part of supporting our nationally recognized faculty, innovative medical education programs and exceptional clinical care as we work towards our vision of healthy people and healthy communities!

In the Division of Rheumatology, we help people with autoimmune, rheumatic and musculoskeletal disorders have the best possible quality of life. We lead innovative research, learner-centered education, and excellent patient care—in partnership with our world-class university and remarkable health system. Together, we strive for excellence and equity to advance a thriving community for all. Through care and scholarship, we make an impact in Wisconsin and beyond.

Compensation:

The expected salary range for this position is $22 up to $27 for highly experienced candidates and actual pay within this range will depend 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.

Required Qualifications:

• Professional use of Microsoft Applications (Excel, Word, PowerPoint, Teams)
• 1 year of providing administrative support

Preferred Qualifications:

• Experience in a healthcare setting
• Experience in administrative services
• Experience with travel arrangements and travel reimbursements
• Experience managing calendars and scheduling complex meetings
• Experience using virtual conference tools (WebEx, Zoom, Microsoft Teams, etc)

Education:

H.S. Diploma Preferred Minimum

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. Failure to submit the required documents will result in no longer being considered for the position.

• Cover letter (required)
• Resume (required)

Your cover letter should address how your training and experience aligns with the required and preferred qualifications listed above. Application reviewers will rely on these written materials to determine which applicants move forward in the process. References will be requested from final candidates. All applicants will be notified once the search concludes and a candidate is selected.