Assistant to Department Administrators

University of Wisconsin Madison•Madison, WI

1d•Hybrid

About The Position

The Department of Medicine is seeking an Administrative Assistant III to provide support to the Chief Financial Officer, Assistant Director of Operations, and other department leaders. This position reports to the Executive Assistant of the Chair. This position is required to independently develop and maintain sound administrative procedures to ensure consistency and compliance in operations. The Assistant to Department Administrators will demonstrate exceptional customer service by establishing and maintaining effective professional relationships within the University of Wisconsin School of Medicine and Public Health (SMPH), UW Health (UWH), William S. Middleton Memorial Veterans Hospital (VAH), and others. Communications will be at all levels, including Executive Leadership, Department Chairs and Division Heads, Department/Division Administrators, Physicians, UW faculty, residents, students, scientists (both research and clinical), staff, and other internal and external customers.

Requirements

At least 3 years of experience providing administrative support in an office, healthcare, or academic setting
At least 3 years with standard office software (e.g., Microsoft Office Suite, email/calendar platforms)
At least 3 year experience coordinating complex scheduling (e.g., meetings, travel, or calendar management)
Experience planning and facilitating events.
High School Diploma preferred
Associate's degree or coursework in business administration, healthcare administration, or related field preferred.
Continuous eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without the need of an employer sponsorship) on or before the effective date of appointment.

Nice To Haves

Prior administrative experience in a healthcare, academic medical center, or clinical department setting
Experience with Workday or similar HR/administrative systems
Experience supporting faculty, physicians, or other clinical/academic staff

Responsibilities

Provide high level administrative support to department leaders.
Manage logistics for meetings, conferences, and travel.
Organize schedules for multiple leadership positions.
Gather, compile, verify, and analyze information for use in various communications.
Facilitate communications of varying complexity between internal and external stakeholders.
Plan and execute events on and off campus.
Provide back-up administrative support to the Chair.
Organize, audit, and maintain the security and confidentiality of records and files.
Arrange travel, manage expenditures and reimbursements.
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
Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums
Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
Participate in committees and process improvement initiatives
Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures
Prepares and audits complex records, edits documents, and reviews work done by others