"Administrative Assistant - Office of Clinical Research"

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 Department of Surgery Office of Clinical Research (OCR) is looking for a team-oriented staff member to provide direct support for our clinical research staff. The position serves as the primary administrative contact point for the office, coordinates administrative activities, and manages core tasks including calendar management, purchasing and reimbursement, office inventory management, and signature acquisition.

This position is also at the frontline of coordinating work orders and repairs, tracking projects, preparing spaces, and scheduling with trades as needed. Building or maintenance experience is not needed. Additional duties include serving as backup for a number of functions in the department.

This role requires considerable independent planning and decision-making. The incumbent is expected to exercise considerable initiative and judgment, utilizing a high level of administrative problem-solving, analytical ability, and attention to detail. Professional communication, workplace sensitivity, and diplomacy are essential, alongside excellent administrative, organizational, computer, and interpersonal skills.

If you are interested in helping to support the Department of Surgery Office of Clinical Research in contributing to the improvement of human health, we encourage you to apply.

Physical Demands: Ability to lift and move items such as boxes of copy paper, lightweight furniture, etc.

Work Schedule: Hours for this position are generally scheduled for Monday - Friday, 8:00 AM - 4:30 PM.

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.

Key Job Responsibilities:

• 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
• 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

Department:

School of Medicine and Public Health, Department of Surgery, Office of Clinical Research

The Wisconsin Department of Surgery is one of the leading surgical programs in the nation, excelling in patient care, surgical education, and surgical research. We are composed of more than 130 full-time faculty across 10 divisions and nearly 200 additional staff who support our mission. Our surgeons perform almost 20,000 operations per year for pediatric and adult patients. Training the next generation of surgeons and clinician-scientists is integral in our department, with more than 100 residents and fellows trained each year. The department is consistently among the top surgery programs with extramural research funding, ranking seventh nationally in NIH funding over the last 10 years.

Compensation:

The starting hourly wage for the position is $22.12 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:

• Proficiency in Microsoft Office Suite and other commonly used digital tools.

Preferred Qualifications:

• Ability to collaborate and work effectively as a team member.
• Ability to track multiple deadlines and follow multi-step administrative procedures.
• Ability to demonstrate initiative and organization when performing tasks
• Strong attention to detail.
• Prior experience working in an administrative office setting

Education:

High School diploma 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.

• Cover letter
• Resume

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