Admin Assistant - GI/Hepatology

Universities of Wisconsin•Madison, WI

3d•Hybrid

About The Position

The Division of Gastroenterology (GI) and Hepatology within the Department of Medicine offers an opportunity for an Administrative Assistant to join our team. This position serves as the administrative assistant to several key faculty and advanced practice providers (APPs) within the division, serving as their primary administrative contact person and supporting them administratively in the successful completion of their varied academic, clinical and research responsibilities. This detail-oriented position requires excellent administrative, organizational, and communication skills as well as strong computer proficiency. This position requires significant professionalism, organization, confidentiality, independence, initiative, judgment and problem solving skills. The successful candidate will have the ability to manage competing priorities as well as the ability to work independently in dealing with the complexities of working with operations at SMPH, UW Health, VA and UPH-Meriter. 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. Monday through Friday 8:00 a.m.- 4:30 p.m.

Requirements

At least one year of experience in an office, business, or finance environment.
Technical proficiency in Outlook, Microsoft Teams, Webex, PowerPoint, etc. and ability to leverage technology to its maximum potential
Excellent oral and written communication skills
Courteous, responsive, and service oriented attitude
Strong organizational skills
Ability to manage diverse assignments simultaneously and consistently meet deadlines
Ability to establish and maintain effective working relationships with faculty and staff
Ability to work independently and solve problems, and to recognize where discretion/review is needed in sharing confidential/sensitive information.
H.S. Diploma preferred
Cover letter required
Resume required
Continuous eligibility to work in the United States

Nice To Haves

Experience providing executive leadership support in a healthcare, academic or other professional setting
Experience in meeting and event planning

Responsibilities

Completes fiscal tasks such as e-reimbursements, requisitions, purchasing card and procurement tasks
Maintains Curriculum Vitae and NIH biographical sketches for assigned faculty members.
Assists in completion of annual review packets and mentor committee meetings.
Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
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
Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums
Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision
Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures