Admin Asst to Division Head

University of Wisconsin Madison•Madison, WI

7h•Hybrid

About The Position

The Division of Nephrology is seeking an Administrative Assistant to provide support to the Division Head as well as division faculty, staff and leadership in advancing the Division’s clinical and academic missions. 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. A remote schedule may be considered (up to 2 days per week), and workplace flexibility for occasional remote work requests based on operational needs and supervisor approval.

Requirements

1 year experience minimum with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), video conferencing software and commonly used digital tools such as Zoom and Teams; ability to quickly learn new software and systems
At least 1 year previous experience in an administrative support or similar role, with the ability to be administratively self-sufficient
Experience scheduling meetings and events, maintaining records, and organizing events and meetings

Nice To Haves

Experience working in an academic medicine professional office environment, particularly in administrative support roles
Experience using QGenda, the workforce management platform for healthcare scheduling, on-call management, time and attendance
Experience with arranging business travel and coordinating logistics
Experience processing reimbursements or handling financial transition in a professional setting
Prior experience within the University of Wisconsin System or a similar higher education institute
Demonstrative ability to work independently while contributing to a team-oriented culture, embracing collaboration and shared success
Demonstrated ability to coordinate complex daily activities of a team

Responsibilities

Provide high-level administrative support to division leadership and the division at large, contributing to strategic initiatives and daily operations
Deliver professional and responsive customer service
Assist with faculty calendaring, travel coordination, expense reimbursement and general administrative needs
Assist with recruitment activities including creating itineraries, scheduling interviews
Provide administrative support for events and meetings, including creating agendas, presentations and meeting minutes
Maintain and communicate clinical schedules
Maintain faculty and division files, directories and distribution lists
Organize and track multiple ongoing projects, helping ensure deadlines are met and priorities are aligned
Serve as a backup to other administrative staff and functions within the division
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
Maintain QGenda schedules and paging schedules for multiple services
Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations