Administrative Assistant II

University of Wisconsin Madison•Madison, WI

11d•Hybrid

About The Position

The University of Wisconsin – Madison, Department of Medicine, Division of Rheumatology is seeking a motivated individual to help manage faculty administration. The incumbent will be working directly with the Chief of Rheumatology for calendaring and will make agendas and meeting minutes for division meetings. This position will also manage reimbursements for faculty and work on planning our division gatherings annually. 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. The work schedule is somewhat flexible and will be determined at the time of hire. This is a terminal, 24-month appointment with the possibility to be extended or converted to an ongoing appointment based on need and/or funding. Candidates who demonstrate understanding of healthcare operational workflows, initiative and independence, a desire for continual process optimization, and experience with organizational systems will be given first consideration.

Requirements

Professional use of Microsoft Applications (Excel, Word, PowerPoint, Teams)
1 year of providing administrative support

Nice To Haves

Experience in a healthcare setting
Experience in administrative services
Experience with travel arrangements and travel reimbursements
Experience managing calendars and scheduling complex meetings
Experience using virtual conference tools (WebEx, Zoom, Microsoft Teams, etc)

Responsibilities

Establishes recruiting itineraries and assist in the onboarding/offboard process for faculty and staff
Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
Tracks compliance
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
Performs administrative tasks including meeting agendas and minutes, word processing, and purchasing
Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision