University of Wisconsin is hiring: Administrative Assistant in Madison

Overview

Current Employees: If you are currently employed at any of the Universities of Wisconsin, log in to Workday to apply through the internal application process.

Job Category

University Staff

Employment Type

Regular

Job Profile

Administrative Assistant II

Job Summary

The University of Wisconsin, School of Medicine and Public Health, Department of Medicine, Division of Infectious Disease is recruiting an administrative professional to support research and public health practice. The candidate will coordinate complex daily activities in support of Dr. Nasia Safdar, who serves as Professor of the Infectious Disease Division, Vice-Chair for Research, and Associate Chief of Staff for Research, William S. Middleton Memorial Veterans Hospital. The candidate will also provide general administrative support to the division.

This position is part-time (50%). The work schedule is flexible and will be determined at the time of hire. Some work may be performed in-person, onsite at a designated campus location. Some work may be performed remotely at an offsite, non-campus location. Successful candidates will address the following Knowledge, Skills, and Abilities in their cover letter.

Knowledge, Skills & Abilities (in cover letter)

• Microsoft Office proficiency
• Calendar management
• Strong communication skills
• Attention to detail
• Strong time management skills
• Customer service skills

Key Job Responsibilities

• Maintains established 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 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
• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations

Department

Fueled by innovation yet grounded in kindness, the Department of Medicine empowers leaders to transform medicine and improve lives everywhere. We are committed to professional fulfillment and health equity. We strive to ensure that everyone in our department understands the importance of social impact and belonging—and is empowered to champion it in all they do. Join us and be a part of supporting our nationally recognized faculty, innovative medical education programs and exceptional clinical care as we work towards our vision of healthy people and healthy communities!

The Division of Infectious Disease are national experts in infectious disease clinical care and leadership. We lead comprehensive education, research and clinical programs in partnership with the School of Medicine and Public Health and UW Health.

Compensation

The starting hourly rate for the position is $23.00; but is negotiable based on experience and qualifications.

Employees in this position can expect to receive benefits such as generous vacation, holidays, and sick leave; competitive insurances and savings accounts; retirement benefits. For more information, refer to the campus benefits webpage and the SMPH University Staff Benefits Flyer.

Effective July 1, 2024, the U.S. Department of Labor Fair Labor Standards Act (FLSA) requires that positions earning less than $43,888 annually be considered non-exempt under FLSA provisions for overtime. Based on these rules, if the person selected for this recruitment will earn less than the new salary threshold at July 1, 2024 ($43,888 annually), they will be an academic staff non-exempt employee, will be paid hourly and will receive overtime compensation for any hours worked over 40 in a workweek.

Required Qualifications

Previous experience in an administrative support or similar role, with the ability to be administratively self-sufficient; managing email, communications, calendars, etc. (at least 1 year).

Proficiency utilizing office software, such as Microsoft Word and Excel, and other web-based applications (at least 1 year).

Education

H.S. Diploma Preferred Minimum

How to Apply

To apply for this position, please click on the "I am a current employee" button or "I am not a current employee" button under Apply Now. You will be prompted to upload the following documents: Cover Letter, Resume. Please note, there is only one attachment field. You must upload all documents in the attachment field.

Applicants are to submit a cover letter and resume detailing their training and experience relating to the required and preferred qualifications referenced above. The application reviewers will be relying on written application materials to determine which qualified applicants will advance in the recruitment process. We will notify selected applicants to participate further in the selection process directly. References will be requested of final candidates. All applicants will be notified after the search is complete and a candidate has been selected.

Additional Information

University sponsorship is not available for this position. The selected applicant must have work authorization in the United States. This position is ongoing and requires continuous work eligibility. If selected, you must provide proof of work authorization and eligibility to work. The department will not support a request for a J-1 waiver.

Contact Information

Charles Amble, caamble@medicine.wisc.edu, +1(608)262-5609

Institutional Statement on Diversity

Diversity is a source of strength, creativity, and innovation for UW-Madison. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the university community. We commit ourselves to the pursuit of excellence in teaching, research, outreach, and diversity as inextricably linked goals. The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background. For more information on diversity and inclusion on campus, please visit: Diversity and Inclusion. The University of Wisconsin-Madison is an Equal Opportunity Employer. Qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, national origin, age, pregnancy, disability, or status as a protected veteran. For more information regarding applicant and employee rights and to view federal and state required postings, click here. To request a disability or pregnancy-related accommodation, please contact the Divisional Disability Representative (DDR) in the division you are applying to.

Employment may require a criminal background check and references to answer questions regarding misconduct. The UW System will release the identity of the successful candidate and provide safety information as required by policy.