Administrative Assistant

Job Details

Salary:
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Job Category: University Staff

Employment Type: Terminal (Fixed Term)

Job Profile: Administrative Assistant II

Job Summary:

The University of Wisconsin School of Medicine and Public Health (UWSMPH) Office of MD Admissions and the Wisconsin Academy for Rural Medicine (WARM) are seeking an Administrative Assistant to work as part of their dynamic team. The Administrative Assistant is responsible for administrative and program support, serving as the first and primary point of contact for applicants, students, faculty, staff, and the public. The overall mission of the UWSMPH is to advance health and health equity, and the Office of MD Admissions seeks to recruit and select the next generation of medical students who will carry this mission forward in their education and later in their practice. This position requires an individual who takes initiative, exercises independent judgment, and communicates effectively. Superior organizational skills are needed as this position is responsible for coordinating and supporting multiple activities and teams. It is expected that this position will develop and maintain professional relationships and will always provide positive and helpful customer service, especially to MD applicants and current students. While direct supervision is provided by the Director of Admissions, this position works closely with the entire admissions team.

• 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 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

• Thorough attention to detail
• Flexibility and openness to change
• Resourcefulness and excellent time management skills
• Ability to take initiative
• Excellent verbal and written communication skills
• Ability to work well in a group
• High levels of dependability/reliability
• Ability to handle confidential information

Key Job Responsibilities:

• 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
• Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums
• 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
• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations

Department:

School of Medicine and Public Health, Office of Academic Affairs, MD Admissions Office

The Office of Academic Affairs (OAA) in the School of Medicine and Public Health (SMPH), supports SMPH by overseeing all aspects of various health professions education programs: from admissions programs and curricular oversight to student services and multicultural initiatives across our statewide campus. It also is responsible for successfully meeting all national accreditation requirements as well as timely compliance with all health system, school, campus, and legislative policies and regulations. The OAA fosters a professional atmosphere to prepare health care providers and public health professionals at all stages of career development.

Compensation:

The starting hourly wage for the position is $21.63 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.

Required Qualifications:

• 1+ years of administrative support experience required.
• Ability to work adeptly in a variety of software programs such as Excel or applications is required.
• Experience working on and with an office team.
• Excellent verbal and written communication skills are required.

Preferred Qualifications:

• Experience working in an academic environment.
• Familiarity with the medical school admissions process.