Administrative Assistant

Salary:

Minimum $21.63 HOURLY
Depending on Qualifications

Job Summary:

This position is responsible for providing administrative services to support the Office of Multicultural Affairs Health Professions Learners (OMA-HPL) and coordinates programming activities relevant to OMA-HPL mission and goals.

The Office of Multicultural Affairs Health Professions Learners was established to provide academic opportunities that will yield an increase in students historically under-represented in medical professions, and to work toward the development of learning environments that will foster academic success. To carry out this mission, OMA-HPL has outreach programs/activities for precollege and college students, and works collaboratively with undergraduate programs, pre-medical organizations, students and advisors, as well as works closely with the UW School of Medicine and Public Health's Office of Admissions. As a unit within the Academic Affairs department, OMA-HPL staff advises and counsels health professional students at School of Medicine and Public Health (SMPH) (including medical, physical therapy, physician assistant, genetic counseling, and public health students), monitors their academic progress, and makes appropriate academic and counseling referrals.

The incumbent will use a good working knowledge of the UW School of Medicine and Public Health (SMPH) and UW-Madison policy and procedures to meet operational goals. The incumbent will interact with other academic and professional units within SMPH-namely Admissions and Student Services, campus personnel, students and the general public. Extensive interaction with students and prospective students from various backgrounds is required. This position works under the general direction of the Director of Multicultural Affairs, and the general supervision of the Associate Dean for Multicultural Affairs and Health Professions Learners (OMA-HPL).

The School of Medicine and Public Health has a deep and profound commitment to diversity both as an end in itself but, also as a valuable means for eliminating health disparities. As such, we strongly encourage applications from candidates who foster and promote the values of diversity and inclusion.

SMPH is committed to being a diverse, equitable, inclusive and anti-racist workplace and is an Equal Employment Opportunity, Affirmative Action employer. Applications from Black, Indigenous and People of Color (BIPOC) individuals, LGBTQ+ and non-binary identities, women, persons with disabilities, military service members and veterans are strongly encouraged.

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

• 40% 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
• 10% Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums
• 10% Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision
• 20% Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures

Tasks:

• Schedule and manage diversity program activities, including conferences, meetings, and guest speakers.
• Independently initiate and respond to email and telephone correspondence with faculty and staff from the UW campus, UW SMPH, UW system, National Institutes of Health (NIH), and other institutions to coordinate and schedule the details of activities.
• Oversee hotel accommodations, facilities, food service, travel arrangements and reimbursements for such activities/events.
• Schedule and manage recruitment and outreach activities,
• Schedule and coordinate outreach programs. Send program information and associated correspondence.
• Gather and share data required regarding diversity program activities required for internal and external stakeholders, including but not limited to accrediting bodies, government, campus, and constituent groups.
• Provide input and make recommendations for improvements in outreach programs, recruitment and retention activities and initiatives.
• Collaborate with pre-health professional advisors and diversity program directors/coordinators within and external to the campus to coordinate schedules, arrange meetings, and provide requested information.
• In conjunction with the Communication Office assist in in designing content for the multicultural website.
• Assist with renewing and updating recruitment brochures and publications. Create and gather written and graphic materials including photographs, charts, and graphs for insertion into brochures, flyers, and print media about programs initiatives.
• Independently answer, solve, and follow-up on miscellaneous problems and questions regarding the Office of Multicultural Affairs.
• Train student hourly staff in the performance of their job duties. Monitor and approve work for all student hourly employees.

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
Associate's Degree

Qualifications:

Required:
* A minimum of three years of previous relevant professional experience
* Strong written and oral communication skills
* Exceptional customer service skills
* Ability to prioritize and manage multiple tasks within a large office with many disruptions
* Ability to apply critical thinking skills to solve problems independently and in teams
* Ability to handle sensitive issues and maintain confidentiality at all times
* Ability to create and maintain professional relationships with a diverse group of stakeholders from students to institutional leaders within and outside the School of Medicine and Public Health

Preferred:
* Relevant experience in an educational setting
* Experience planning and coordination of meetings, conferences, seminars, and similar events
* Experience in website navigation and ability to learn and understand website publishing software
* Experience with social media platforms and other marketing tools
* Working knowledge of databases and information tracking and retrieval systems

Work Schedule:

The usual work hours will be Monday through Friday between the hours of 7:30 a.m. and 5:00 p.m. The exact work schedule will be set upon hire.

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.

Appointment Type, Duration:

Ongoing/Renewable

Additional Information:

The successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment. University sponsorship is not available for this position.

How to Apply:

To apply for this position, please click on the "" button. You will be asked to upload a current resume/CV and a cover letter briefly describing your qualifications and experience as it relates to this role. You will also be asked to provide contact information for three (3) references, including your current/most recent supervisor during the application process. References will not be contacted without prior notice.

Contact:

Beth Miller
bmiller53@wisc.edu
608-265-8696
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

Official Title:

Administrative Assistant II(AD002)

Department(s):

A53-MEDICAL SCHOOL/ACAD AFFAIRS/M-D PROGS

Employment Class:

University Staff-Ongoing

Job Number:

280113-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.

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 will require a criminal background check. It will 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 .