Administrative Assistant - Nephrology

Universities of Wisconsin•Madison, WI

7d•Hybrid

About The Position

The Division of Nephrology at the University of Wisconsin–Madison School of Medicine and Public Health is seeking an Administrative Assistant to support faculty, advanced practice providers, staff, and leadership in advancing the division’s clinical and academic missions. The role provides high-level administrative support that contributes to strategic initiatives and daily operations, with an emphasis on professional, responsive customer service. The position is 80%–100% time. Hours are generally Monday through Friday, 8:00 a.m. to 4:30 p.m., with a small window of flexibility for start and end times. Some work may be required onsite at a designated campus location, while some work may be performed remotely from an offsite, non-campus location. The Administrative Assistant supports calendaring, travel coordination, expense reimbursement, recruitment, meetings, events, clinical scheduling, record maintenance, and project tracking. The role also serves as a backup for other administrative staff and functions within the division. The starting wage is $23.00 per hour and is negotiable based on experience and qualifications.

Requirements

At least one year of experience with Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook), video conferencing software, and commonly used digital tools such as Zoom and Teams.
Ability to quickly learn new software and systems.
Experience creating and generating reports in Excel.
At least one year of previous experience in an administrative support or similar role, with the ability to work administratively self-sufficiently.
Experience scheduling meetings and events, maintaining records, and organizing events and meetings.
High school diploma.

Nice To Haves

Associate’s degree in a relevant business or administrative professional field.
Experience working in an academic medicine professional office environment, particularly in an administrative support role.
Experience using QGenda, a healthcare workforce management platform for scheduling, on-call management, time, and attendance.
Experience arranging business travel and coordinating logistics.
Experience processing reimbursements or handling financial transactions in a professional setting.
Prior experience within the University of Wisconsin System or a similar higher education institution.

Responsibilities

Provide high-level administrative support to nephrology faculty, advanced practice providers, and the division, contributing to strategic initiatives and daily operations.
Deliver professional and responsive customer service.
Assist with faculty calendaring, travel coordination, expense reimbursement, and general administrative needs.
Support recruitment activities by creating itineraries, scheduling interviews, and providing onsite interview support.
Provide administrative support for events and meetings, including preparing agendas and presentations, taking meeting minutes, coordinating logistics, and providing onsite support.
Maintain and communicate clinical schedules using QGenda software and the hospital paging system.
Maintain faculty and division files, directories, and distribution lists.
Organize and track multiple ongoing projects, helping ensure deadlines are met and priorities are aligned.
Serve as a backup to other administrative staff and functions within the division.
Act as a first point of contact, provide basic organizational information by phone, in person, and through other communication channels, and route complex inquiries to appropriate entities.
Schedule logistics and secure resources for meetings, conferences, travel, and work unit operations.
Maintain electronic and physical records related to work operations according to established policies and procedures.
Send, receive, copy, and distribute communications to appropriate entities according to established policies and procedures.
Collect, analyze, and prepare communication materials from established sources using technology.