Administrative Assistant - Office of Clinical Research

Universities of Wisconsin•Madison, WI

2d•$22•Hybrid

About The Position

The Department of Surgery Office of Clinical Research (OCR) is looking for a team-oriented staff member to provide direct support for our clinical research staff. The position serves as the primary administrative contact point for the office, coordinates administrative activities, and manages core tasks including calendar management, purchasing and reimbursement, office inventory management, and signature acquisition. This position is also at the frontline of coordinating work orders and repairs, tracking projects, preparing spaces, and scheduling with trades as needed. Building or maintenance experience is not needed. Additional duties include serving as backup for a number of functions in the department. This role requires considerable independent planning and decision-making. The incumbent is expected to exercise considerable initiative and judgment, utilizing a high level of administrative problem-solving, analytical ability, and attention to detail. Professional communication, workplace sensitivity, and diplomacy are essential, alongside excellent administrative, organizational, computer, and interpersonal skills. If you are interested in helping to support the Department of Surgery Office of Clinical Research in contributing to the improvement of human health, we encourage you to apply.

Requirements

Proficiency in Microsoft Office Suite and other commonly used digital tools.

Nice To Haves

Ability to collaborate and work effectively as a team member.
Ability to track multiple deadlines and follow multi-step administrative procedures.
Ability to demonstrate initiative and organization when performing tasks
Strong attention to detail.
Prior experience working in an administrative office setting

Responsibilities

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