Medical Education Office Administrative Assistant

Universities of Wisconsin•Madison, WI

3d•Hybrid

About The Position

The UW School of Medicine & Public Health’s Medical Education Office is responsible for the curriculum and assessment of the MD Program and is seeking an Administrative Assistant to work as part of a dynamic team of faculty and staff. The Administrative Assistant provides comprehensive and complex administrative support for the office including managing the calendar of the Associate Dean for Medical Education, coordinating the Educational Policy and Curriculum Committee (EPCC) and its subcommittees or task forces, participating in planning groups and contributing to the administrative support of various activities and events. This position must establish and maintain effective working relationships with faculty, staff, students, and external constituents. Highly effective interpersonal and communication skills and the ability to prioritize and manage multiple tasks are critical for success. Candidates who demonstrate the following knowledge, skills, and abilities will be given first consideration: outstanding oral and written communication skills ability to take the lead in problem solving ability to contribute to project/work planning, including overseeing progress, tracking deadlines Examples of specific responsibilities include: Provide the Associate Dean for Medical Education with a broad range of executive support in the areas of calendaring, meeting coordination and proactive schedule management. Coordinate and support leadership team meetings and the Educational Policy and Curriculum Committee (EPCC) and its subcommittees and task forces. Compile topics/issues for the committee from a variety of sources and develop draft agendas for review by committee chairs; manage meeting logistics; prepare and maintain records of minutes and other documents, track action items and ensure follow through. Participate in planning groups for events like Medical Education Day and student engagement activities. Utilize purchasing card for administrative related expenses, ensuring compliance with policies and procedures. This position is full or part-time, 80%-100% 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 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

Three or more years in an administrative or executive assistant role, including providing direct administrative support to professional and/or executive level employees
Experience in coordinating complex meetings and managing busy calendars
Experience in coordinating and supporting committees
outstanding oral and written communication skills
ability to take the lead in problem solving
ability to contribute to project/work planning, including overseeing progress, tracking deadlines

Nice To Haves

Project management/coordination experience
Experience preparing, formatting and/or editing written materials
Proficiency with meeting-related technology such as Microsoft Outlook, Microsoft Office Teams, Zoom, Doodle, AI tools
Experience with expense purchasing/reconciliation

Responsibilities

Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
Develops, implements, and maintains methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures
Prepares and audits complex records, edits documents, and reviews work done by others
Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums
Provide the Associate Dean for Medical Education with a broad range of executive support in the areas of calendaring, meeting coordination and proactive schedule management.
Coordinate and support leadership team meetings and the Educational Policy and Curriculum Committee (EPCC) and its subcommittees and task forces.
Compile topics/issues for the committee from a variety of sources and develop draft agendas for review by committee chairs; manage meeting logistics; prepare and maintain records of minutes and other documents, track action items and ensure follow through.
Participate in planning groups for events like Medical Education Day and student engagement activities.
Utilize purchasing card for administrative related expenses, ensuring compliance with policies and procedures.