Administrative Assistant II

Salary:

Minimum $22.00 HOURLY
Depending on Qualifications
The starting hourly wage for the position is $22.00, but is negotiable based on experience and qualifications. Employees in this position can expect to receive benefits such as generous vacation, holidays, and paid time off; competitive insurances and savings accounts; retirement benefits. Benefits information can be found at ( https://hr.wisc.edu/benefits/ )

Job Summary:

The BerbeeWalsh Department of Emergency Medicine (DEM) at the UW School of Medicine and Public Health seeks a highly organized and enthusiastic Administrative Assistant!

Reporting to the Assistant Department Administrator, this position is responsible for managing calendars, scheduling meetings, and other other administrative work needed to support the Assistant Department Administrator and Finance Associate Director. This position will manage the department's faculty and staff onboarding, offboarding, and office management, schedule new employee orientations, manage/order supplies and equipment, submit access requests (keys, badges, phone lines), assist with office space planning and maintenance/facilities projects, and most importantly, develop and implement process improvements to create efficiencies for all stakeholders.

A successful Administrative Assistant is customer service oriented, collaborative, a team player, and highly organized. They are a central resource to the department that is instrumental in ensuring the team has the tools and resources needed to improve the health and well-being of Wisconsin and beyond!

Emergency Medicine physicians do it all: save lives, educate the next generation of leaders, enhance and facilitate high-impact clinical and translational emergency care research, and are deeply committed to improving the health and well-being of the people of Wisconsin and beyond. Join our team in supporting the amazing and exciting work they lead and be inspired to elevate your abilities.

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

• 25% 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
• 10% Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision
• 10% 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% Assist leadership, faculty and providers with processing expenses (pre-approval, submission, and reconciliation) through correct channels and ensure appropriate account balances.
• 5% Provide back-up administrative support during absences of other department administrative assistants and provide training and guidance as needed.

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:
- At least 3 years of providing executive-level administrative support
- Proficiency with frequently used computer programs (such as Microsoft Office Suite Programs, Webex and Zoom (or similar))

Preferred:
- Experience with onboarding and offboarding staff
- Experience ordering, tracking, and monitoring supplies, equipment, and resources
- Experience in a healthcare or academic setting

Work Schedule:

Monday-Friday, daytime hours to meet the needs of the Department.

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:

At UW School of Medicine and Public Health, we are dedicated to building a diverse, inclusive and authentic workplace, so if you're excited about this role, we encourage you to apply.

The Department of Emergency Medicine and the University of Wisconsin-Madison are committed to fostering diversity. We encourage applications from potential candidates of all race, class, gender, sexuality, ability, nationality, religion, and other group identities; and we encourage applications from candidates who can demonstrate a commitment to diversity, equity, and inclusion.

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:

Cory Reithmeyer
reithmeyer@medicine.wisc.edu
608-890-6446
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

Official Title:

Administrative Assistant II(AD002)

Department(s):

A53-MEDICAL SCHOOL/EMERG MED

Employment Class:

University Staff-Ongoing

Job Number:

280404-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 .