Administrative Assistant II

Universities of Wisconsin • Madison, WI

2d • 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. Terminal, 24 month appointment. This position has the possibility to be extended or converted to an ongoing appointment based on need and/or funding.

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

Benefits

• generous vacation, holidays, and sick leave
• competitive insurances and savings accounts
• retirement benefits

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED