Administrative Assistant III

University of Wisconsin Madison•Madison, WI

2d•Hybrid

About The Position

The Department of Pediatrics is seeking an Administrative Assistant III to provide direct support to division chiefs and various programs within multiple divisions in the department. This position will be responsible for the coordination of complex daily clinical, academic, and administrative activities, as well as the coordination and organization of the division chiefs' communications, meeting arrangements, and travel logistics. The Administrative Assistant III will proactively identify and resolve organizational inefficiencies, streamline procedures, and devise effective strategies to facilitate the accomplishment of business objectives. Additionally, the incumbent will serve as a knowledgeable resource, providing guidance and assistance to the Medical Program Assistants within the divisions. 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. Candidates who demonstrate the following knowledge, skills, and abilities will be given first consideration. Customer service focused, professional communication skills, and ability to build and maintain effective working relationships. Time management skills and ability to work under pressure in a fast-paced, deadline driven environment. Ability to work both independently and in a team environment to manage and coordinate multiple complex projects and programs. Ability to handle confidential information appropriately.

Requirements

Experience providing administrative support in a professional office setting.
Proficiency with Microsoft Office applications (Outlook, Word, Excel, PowerPoint).
Experience coordinating complex schedules and activities for multiple stakeholders.

Nice To Haves

Experience providing administrative support to senior or executive leadership (e.g., C suite, directors, physician leaders).
Meeting management experience, including scheduling, agenda preparation, minute taking, and/or action item tracking (in person and virtual).
Experience working in an academic medical center or healthcare-related environment.
Experience using project management or workflow tools (e.g., Trello, Smartsheet, Microsoft Planner).
Experience interpreting and applying institutional or system policies related to travel, purchasing, and event management.

Responsibilities

Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
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
Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures
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