Administrative Assistant II

Job Summary:

The Administrative Assistant II supports both the Office of the Chair and the Financial Services team within the Department of Family Medicine and Community Health (DFMCH), each at a 50% capacity, under the supervision of the Administrative Manager. In the Office of the Chair, this role supports the reception desk by serving as the main point of contact for guests, answering the phones, ordering supplies for the department, being the liaison between DFMCH and the building manager, processing key and locker requests, processing building access requests, and other administrative duties as assigned. Under the Financial Services team, this role provides administrative support, including but not limited to, UW payroll funding data entry, updating financial reports, reviewing and tracking transaction accuracy, purchasing requests, assisting with Advarra, processing miscellaneous receipts, and scheduling meetings.

Responsibilities:
Provides administrative support for a department, group of professionals, or to the manager of a work group consisting of professional staff and subordinate supervisors in support of unit goals, under general supervision

• 15% Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• 20% 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
• 15% Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums
• 15% Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision
• 15% Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
• 15% Audits, monitors, organizes, and updates fiscal records, reports, and affiliated materials.
• 5% Co-trains student workers on front desk duties, including but not limited to, mail in/out, answering phones, and processing requests for keys and lockers.

Institutional Statement on Diversity:

Diversity is a source of strength, creativity, and innovation for UW-Madison. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the university community. We commit ourselves to the pursuit of excellence in teaching, research, outreach, and diversity as inextricably linked goals.

The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background - people who as students, faculty, and staff serve Wisconsin and the world.

For more information on diversity and inclusion on campus, please visit: Diversity and Inclusion

Education:

Preferred
H.S. Diploma

Qualifications:

Required:
- Experience in an administrative setting providing administrative support and coordination.
- Familiarity and experience with Microsoft Office suite and Smartsheet software.
- Ability to manage time effectively and work independently with minimal supervision.
- Ability to communicate effectively and professionally, both orally and in writing.
- Excellent organization and prioritization skills.

Preferred:
- Preference will be given to experience providing administrative support in a financial setting.
- Ability to manage sensitive issues and maintain confidentiality at all times.

Work Schedule:

This position is expected to work from 8:00 am to 4:30 pm Monday through Friday; some evening hours may be required.

Work Type:

Full Time: 100%

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.

This position is hybrid and will need to work from the office two days a week.

Appointment Type, Duration:

Ongoing/Renewable

Salary:

Minimum $20.00 HOURLY
Depending on Qualifications
The starting hourly rate for the position is $20.00 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. Benefits information can be found at https://hr.wisc.edu/benefits/

SMPH University Staff Benefits flyer:
https://uwmadison.box.com/s/656no0fcpy2tjg86s4v0chtxx25s3vsm

Additional Information:

The University of Wisconsin Department of Family Medicine and Community Health is a large, tier-one clinical department in the UW School of Medicine and Public Health (SMPH). UW DFMCH has 171 faculty, 261 adjunct faculty, and 110 staff located throughout the state. Combined with its associated UW Health clinic operation, the department boasts over 750 total employees transforming health care in Wisconsin. The DFMCH is committed to patient care while also offering outstanding educational and research programs. There are over 150 residents in our sponsored and academic partner programs, and more than 400 medical students train in the department each year, with the Madison residency program ranking fifth in the nation for 2023. In fiscal year 2022, our physicians and residents practicing at 17 clinics throughout the state managed over 358,000 patient visits - an integral part of the department's success. Learn more about our department's work by visiting https://www.fammed.wisc.edu/ and DFMCH Diversity, Equity and Inclusion: https://www.fammed.wisc.edu/diversity/

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.

University sponsorship is not available for this position, including transfers of sponsorship. 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. UW-Madison is not an E-Verify employer, and therefore, is not eligible to employ F1 STEM OPT Extension participants. If you are selected for this position you must provide proof of work authorization and eligibility to work.

How to Apply:

To apply for this position, please click on the "Apply Now" button. You will be asked to upload a current resume/CV and a cover letter briefly describing your qualifications and experience.

Contact:

Paige Steinert
paige.steinert@fammed.wisc.edu
608-890-1740
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

Official Title:

Administrative Assistant II(AD002)

Department(s):

A53-MEDICAL SCHOOL/FAMILY MED/FAMILY MED

Employment Class:

University Staff-Ongoing

Job Number:

309537-CP

The University of Wisconsin-Madison is an Equal Opportunity and Affirmative Action Employer.
Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, or status as a protected veteran and other bases as defined by federal regulations and UW System policies. We promote excellence through diversity and encourage all qualified individuals to apply. For more information regarding applicant and employee rights and to view federal and state required postings, click here

If you need to request an accommodation because of a disability, you can find information about how to make a request at the following website: https://employeedisabilities.wisc.edu/disability-accommodation-information-for-applicants/

Employment may require a criminal background check. It may also require you and your references to answer questions regarding sexual violence and sexual harassment.

The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. sec. 19.36(7).

The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. UW-Madison will provide a paper copy upon request; please contact the University of Wisconsin Police Department.

Location: Fitchburg, WI, US

Posted Date: 1/8/2025