EXECUTIVE ASSISTANT

Salary:

Minimum $55,000 ANNUAL (12 months)
Depending on Qualifications
The starting salary for the position is $55,000 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.

Job Summary:

The BerbeeWalsh Department of Emergency Medicine (DEM) at the University of Wisconsin School of Medicine and Public Health (SMPH) has an exciting opportunity for an innovative, collaborative, and service-oriented individual to join our growing administrative support team as the Executive Assistant for the Chair and Chief Administrative Officer!

The primary role of this position is to provide executive administrative support to the Chair of BerbeeWalsh Department of Emergency Medicine(DEM), University of Wisconsin School of Medicine and Public Health (UW SMPH). The department is composed of 60+ Faculty Physicians, 37 Residents, 19 Advanced Practice Providers, and a growing number of staff members. The incumbent will perform administrative duties to meet Faculty, Department, Hospital, and UW Health goals. This position will assist Faculty and Department Leadership in successful performance of the departmental clinical, teaching, administrative, and research activities. Responsibilities include constant tracking, prioritizing, organizing, and communicating of multiple ongoing initiatives at various stages of progress. The position requires outstanding administrative, organizational, interpersonal, and computer skills, as well as the ability to work independently and proactively. The position must interface with both internal and external stakeholders, and a high level of professionalism is expected.

This position functions under limited supervision, reporting to the Department Leadership. Work direction and guidance will also be provided by individual physicians and staff.

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 to leadership in a college or division of the institution in support of unit goals. Utilizes discretion and operates with minimal supervision.

• 30% Schedules logistics for meetings, conferences, and travel and organizes schedules for a college or division leadership position
• 20% Compiles, screens, and evaluates correspondence and reports and recommends actions
• 20% Develops and facilitates communications of varying complexity between various internal and external stakeholders
• 10% Manages the organization, auditing, security, and confidentiality of records and files
• 5% Monitors budgets and reviews and approves expenditures
• 5% Oversees the completion of special projects and department events, as needed
• 10% Coordinate faculty interview schedules including assisting with travel and accommodation arrangements

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:
- 1-2 years experience with administrative support including scheduling and calendar management

Preferred:
- Professional level use of Microsoft Office Suite (Access, Excel, Outlook, Powerpoint, Word)
- Experience conducting literature reviews
- Knowledge of clinical/health research principles and regulations
- Experience coordinating events including room reservation and food ordering

COVID-19 Considerations:

UW-Madison continues to follow necessary health and safety protocols to protect our campus from COVID-19. All employees remain subject to the COVID-19 Workplace Safety Policy: https://policy.wisc.edu/library/UW-5086 . Please visit https://covidresponse.wisc.edu for the most up-to-date information.

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 Executive Assistant manages multiple priorities while interacting with internal and external stakeholders. The Executive Assistant is expected to:

- Be detail oriented and possess excellent interpersonal, problem-solving and organizational skills
- Have outstanding interpersonal skills as well as excellent verbal and written communication skills
- Establish and maintain effective working relationships with residents, providers, research participants, caregivers, and other internal and external staff
- Solve problems effectively and independently
- Organize and manage diverse assignments simultaneously in a fast-paced, challenging, and stimulating environment
- Prioritize and complete responsibilities in a timely manner.

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 relevant to the position. 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:

Michelle Rindal
mrindal@medicine.wisc.edu
608-890-5471
Relay Access (WTRS): 7-1-1 (out-of-state: TTY: 800.947.3529, STS: 800.833.7637) and above Phone number (See RELAY_SERVICE for further information. )

Official Title:

Executive Assistant I(AD010)

Department(s):

A534100-MEDICAL SCHOOL/EMERG MED

Employment Class:

Academic Staff-Renewable

Job Number:

259594-AS



The University of Wisconsin is an Equal Opportunity and Affirmative Action Employer. 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 .

Applications Open: Jun 17 2022 Central Daylight Time
Applications Close: Jul 1 2022 11:55 PM Central Daylight Time