Administrative Assistant II

University of Wisconsin Madison•Madison, WI

7d•Hybrid

About The Position

The Administrative Assistant II provides administrative support to the Chair’s Office within the Department of Family Medicine and Community Health (DFMCH). Serving as a primary point of contact, this position welcomes and assists visitors, faculty, and staff, while also managing expense reimbursement processing for 14 of the department’s 18 clinics. As a member of the Chair’s Office team, the Administrative Assistant II coordinates logistics for monthly Town Hall meetings, supports departmental projects by tracking timelines and deliverables, and assists with day-to-day office operations, including ordering supplies and managing mailing and packaging needs. The position also oversees student office assistants, coordinates front desk coverage, and leads student projects to ensure efficient office operations. In addition, this role supports initiatives led by the Assistant Administrative Director, contributing to the successful coordination and execution of departmental priorities, operational improvements, and strategic initiatives across DFMCH. 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. This position is expected to work onsite Tuesday through Friday and work remotely on Monday.

Requirements

Experience coordinating meetings and providing administrative support for projects, schedules, and departmental initiatives.
Experience working in an administrative setting and/or medical office environment.
Knowledge of purchasing and expense reimbursement processes, including preparing, submitting, and tracking purchases, invoices and reimbursement requests in accordance with organizational policies and procedures.
Strong verbal and written communication skills, with the ability to interact professionally and effectively with audiences, including faculty, staff, senior leaders, and other members of the campus community.
Excellent organizational skills and attention to detail, with the ability to prioritize responsibilities and maintain accuracy with frequent interruptions.
Demonstrated time management skills, including the ability to manage multiple projects and competing priorities, adapt to interruptions, and consistently meet deadlines.
Demonstrated problem-solving skills, including the ability to identify issues, analyze information, develop practical solutions, and exercise sound judgment.

Nice To Haves

Experience using Oracle software, including the ability to navigate the system, enter and retrieve data, and process transactions accurately.
Experience using Smartsheet to create, maintain, and track spreadsheets, reports, workflows, and project-related information.

Responsibilities

Co-trains and oversees student workers on front desk duties, including but not limited to, coordinating front desk coverage, mail in/out, answering phones, helping with assigned projects, and processing building access/key requests.
Reviews expense reimbursement requests for completeness, follows up on missing documentation or information, and prepares and submits reimbursements in Oracle for processing.
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