Administrative Assistant - Nephrology

University of Wisconsin Madison•Madison, WI

5d•Hybrid

About The Position

The Division of Nephrology in the School of Medicine and Public Health’s Department of Medicine 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, contributes to strategic initiatives and daily operations, and delivers professional, responsive customer service. Responsibilities include coordinating faculty calendars, travel, and expense reimbursements; supporting recruitment activities and interviews; assisting with events and meetings; maintaining clinical schedules using QGenda and the hospital paging system; maintaining files and directories; and organizing projects to help ensure deadlines and priorities are met. The assistant also serves as a backup for other administrative staff and functions within the division. This is a regular position at 80%–100% time. Hours are generally Monday through Friday, 8:00 a.m.–4:30 p.m., with a small window of flexibility for start and end times. Some work may be performed onsite at a designated campus location, and some may be performed remotely at an offsite location. The starting wage is $23.00 per hour and is negotiable based on experience and qualifications. Benefits include vacation, holidays, sick leave, competitive insurance and savings accounts, and retirement benefits.

Requirements

At least 1 year of experience with Microsoft Office Suite (Word, Excel, PowerPoint, 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 1 year of 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 administrative support.
Experience using QGenda for healthcare workforce 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, presentations, and 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.
Serve as a first point of contact, provide basic organizational information, 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 according to established policies and procedures.
Send, receive, copy, and distribute communications according to established policies and procedures.
Collect, analyze, and prepare communication materials from established sources using technology.