"Administrative Assistant: UW Veterinary Hospital"

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:

UW Veterinary Care is seeking a talented and enthusiastic Administrative Assistant to support hospital leadership in a fast-paced, mission-driven environment. This vital role will provide high-level support to the hospital's administrative team, helping coordinate day-to-day operations and special initiatives.

The ideal candidate is highly organized, detail-oriented, and is able to effectively manage multiple priorities and vital deadlines. Proficiency in Microsoft Office—particularly Outlook, Excel, Word, and Teams—is essential. The role also offers opportunities to support hospital-wide events, internal communications, and operational projects that keep our veterinary teaching hospital running smoothly.

Join us in advancing animal health, education, and clinical innovation—all while working alongside a passionate, collaborative team.

The anticipated schedule for this vacancy is Monday through Friday, 8-hour shifts between 8:00am - 5:00pm. Occasional weekend hours required to help support events.

Tasks:

• Provide day-to-day administrative support to hospital leadership, including managing calendars, scheduling meetings, taking meeting minutes, and handling routine correspondence.
• Serve as a point of contact for staff and students, helping route questions or requests to appropriate administrative or clinical leadership.
• Assist with maintaining hospital forms and handling form responses, including Workers Compensation documentation, bite reports, locker requests, building access requests, and others.
• Assist in planning and executing hospital events, such as staff recognition activities, sponsored events, morale committee events, and other hospital programs.
• Track and reconcile administrative expenses, assist with purchasing for hospital initiatives, such as section meals, hospital annual clothing purchase, and purchases for sponsored events.
• Provide support on hospital leadership projects, including compiling data, tracking deadlines, and helping with documentation and follow-up.
• Collaborate across departments, including clinical teams, HR, and finance, to support hospital-wide initiatives and special projects.
• Monitor and replenish office supplies and coordinate orders as needed.
• Coordinate internal communications, including drafting announcements, formatting documents, and posting signage.
• Maintain organized digital and physical filing systems, ensuring easy access to administrative and operational records.
• Assist with client and referring DVM survey responses and respond to hospital Google reviews

Key Job Responsibilities:

• Serves as first point of contact for individuals and groups providing basic organizational information via phone, in person, and through other communication mediums, routing more complex inquiries to the appropriate entities (25%)
• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations (40%)
• Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures (25%)
• Tracks, stocks, orders, and inventories office supplies to ensure adequate materials are available for workplace operation (10%)

Department:

School of Veterinary Medicine
UW Veterinary Care Hospital
Administrative Team

Compensation:

The starting hourly rate for the position is $19.00 (but is negotiable based on experience and qualifications).

UW Veterinary Care offers competitive wages (including night and weekend differential, if applicable), outstanding employee benefits https://hr.wisc.edu/benefits/new-employee-benefits-enrollment/benefits-for-e ample paid time off https://hr.wisc.edu/benefits/leave/paid-leave/, financial support for continuing education, referral bonuses, and a yearly provision of hospital-branded clothing.

Required Qualifications:

• Minimum of 1 year experience in an administrative support role
• Demonstrated strong communication skills with responsiveness and professionalism
• Demonstrated ability to meet deadlines
• Demonstrated proclivity for organization and multi-tasking
• Proficient in Microsoft Office Suite (Excel, Outlook, Teams, Word, PowerPoint, etc.)

Preferred Qualifications:

• Over 2 years of office-related administrative experience or executive level support
• Previous University administrative experience
• Comfort with learning and using new technology

Education:

High School Diploma Preferred

How to Apply:

Begin the online application process by clicking the 'Apply' button. Applicants are asked to upload a cover letter and a current copy of their resume, outlining their experience as it applies to this position.

Please note that successful applicants are responsible for ensuring their 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 need of employer sponsorship) on or before the effective date of appointment.

Contact Information:

Hiring Manager: Meenu Verma, Associate Director, meenu.verma@wisc.edu

HR Support: April Schulz, HR Manager, ajschulz2@wisc.edu