Administrative Specialist

University of Wisconsin Madison•Madison, WI

13d•Hybrid

About The Position

The Administrative Specialist supports the development and implementation of administrative functions within the Department of Family Medicine and Community Health (DFMCH) Clinical Operations Services. This role provides high-level administrative support to the Vice Chair of Clinical Care, Service Chiefs, and staff leaders. Working as part of the Clinical Operations Services team, the Administrative Specialist manages calendars, coordinates meetings and schedules, and provides administrative support for projects, timelines, and tasks, and coordinates logistics for committee meetings and clinician onboarding. This position also coordinates call scheduling for clinicians, OB, and newborn and gathers, formats, and distributes the weekly clinician newsletter. The Administrative Specialist supports initiatives led by the DFMCH Assistant Administrative Director, ensuring effective coordination and execution of departmental priorities. 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.

Requirements

Experience with calendar management, meeting coordination, and administrative support of projects, schedules, and/or tasks.
Strong oral and written communication skills and ability to interact professionally with different audiences, including faculty, staff, senior leaders, and other members and/or stakeholders of the campus community.
Excellent organizational skills with strong attention to detail.
Demonstrated ability to manage multiple projects simultaneously, prioritize effectively, and meet deadlines in a fast-paced, interruption-driven environment.

Nice To Haves

Experience with QGenda scheduling software.

Responsibilities

Implements and executes established policies and procedures for a designated work unit to adhere to unit objectives and to align with established strategies
Schedules logistics and secures resources for a designated work unit to contribute to the day-to-day operational success
Analyzes data and trends, compiles progress reports, and provides appropriate recommendations or conclusions in support of the assigned operational work unit(s)
Provides calendar management, QGenda scheduling, and works on specific projects assigned by the Clinical Operations Leadership Team
Assists, recommends, and advises staff on unit or program administrative issues, personnel matters, and budgetary problems
Serves on committees and attends meetings, representing the interests of the unit or program