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Administrative Assistant

University of Wisconsin-Madison
Wisconsin, United States
Salary Not Specified
Posted Date
Sep 25, 2023

Minimum $51,701 ANNUAL (12 months)
Depending on Qualifications

Job Summary:

The University of Wisconsin School of Medicine and Public Health (SMPH) is home to the Wisconsin Partnership Program (WPP), a grantmaking program within the SMPH established as the result of a generous endowment gift from Blue Cross Blue Shield United of Wisconsin (BCBS). The Wisconsin Partnership Program, which has awarded 611 grants totaling $292 million since its inception in 2004, is committed to improving health and advancing health equity through investments in community partnerships, education and research. The work of WPP and its grantees touches all corners of the state, across a wide range of health challenges, communities, populations and geographic areas.

Under the supervision of the Operations Associate Director, the Administrative Assistant, provides administrative support for the entire Wisconsin Partnership Program team. The Administrative Assistant works with a wide range of colleagues and consults with the Operations Associate Director to understand and establish priorities. The Administrative Assistant serves as WPP's primary point person, and as such, responds to and directs inquiries from faculty, staff, community organizations and the public. The Administrative Assistant oversees WPP's shared email account.

The Administrative Assistant implements and executes WPP's grants management policies and procedures and informs changes to enhance our work. The Administrative Assistant oversees an extensive grant application and award database, and following a period of training will help applicants, grantees, reviewers and staff access and use the database. In this role, the Administrative Assistant establishes reporting requirement logs for grantees, maintains grant contacts, and enters grant review assignments.

The Administrative Assistant provides administrative support for WPP's two governance committees, the Oversight and Advisory Committee (OAC) and the Partnership Education and Research Committee (PERC), and is responsible for meeting schedules; logistics, including preparing meeting materials and securing space and web conferencing; as well as notetaking and minutes. The Administrative Assistant ensures compliance with Wisconsin's open meetings and public records laws by posting meeting agendas and minutes in accordance with the laws. In addition, the Administrative Assistant provides scheduling support for colleagues as needed, and is responsible for scheduling and securing rooms and web conferencing for several WPP teams.

The Administrative Assistant maintains office functions, including document sharing and filing systems; coordinates in-person and virtual convening events throughout the year, including meetings, applicant information sessions and grantee orientations and learning collaboratives; processes payments and orders supplies; and enters data and runs reports.

The Administrative Assistant provides administrative support for other SMPH programs and initiatives as assigned by the Operations Associate Director.

SMPH is committed to being a diverse, equitable, inclusive and anti-racist workplace and is an Equal Employment Opportunity, Affirmative Action employer.

Responsibilities: Responsible for a variety of professional level work across a variety of administrative service areas including budget, finance, procurement, and human resources with impact across the institution in support of unit or institutional goals.
  • 50% Implements and executes established policies and procedures for a designated work unit to adhere to unit objectives and to align with established strategies
  • 25% Schedules logistics and secures resources for a designated work unit to contribute to the day-to-day operational success
  • 15% Analyzes data and trends, compiles progress reports, and provides appropriate recommendations or conclusions in support of the assigned operational work unit(s)
  • 5% Assists, recommends, and advises staff on unit or program administrative issues, personnel matters, and budgetary problems
  • 5% Serves on committees and attends meetings, representing the interests of the unit or program
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


Bachelor's Degree


Required Qualifications:
-Minimum two years of professional experience or substantive internship in administration, operations or office support.
-Experience maintaining multiple professional calendars.
-Experience scheduling and planning meetings or events.

Preferred Qualifications:
-More than two years of professional experience or substantive internship in administration, operations or office support, preferably in a community, governmental public health, university, philanthropic foundation, or health care setting.
-Experience with grants.
-Experience with databases.

Knowledge, Skills & Abilities:
-Demonstrated ability to handle multiple priorities effectively.
-Demonstrated written and interpersonal skills.
-Proven ability to work independently and to be flexible to changing priorities.
-A proven professional who is responsive, service oriented, efficient and timely with the desire to work as a member of a team sharing common goals and mission.
-Proficiency in Office 365, particularly Outlook, Word, Excel and PowerPoint.

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.

Fully remote employees must be willing to work in-person at the WPP office in Madison, WI at least one day each month in accordance with the WPP remote work policy.

Appointment Type, Duration:


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, a cover letter briefly describing how you meet the minimum/preferred qualifications for the position, and a document listing contact information for three (3) references, including your current/most recent supervisor. References will not be contacted without prior notice.


Kim Mcfarlane
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

Official Title:

Administrative Specialist(AD006)



Employment Class:

Academic Staff-Renewable

Job Number:


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:

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 .

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