Administrative Assistant

Job Summary:

The University of Wisconsin School of Medicine & Public Health (UW SMPH) Office of MD Admissions seeks an administrative assistant. This position is responsible for administrative and program support, serving as the first and primary point of contact for applicants, students, faculty, staff, and the public.

The overall mission of UW SMPH school is to advance health and health equity, and the Office of MD Admissions seeks to recruit and select the next generation of medical students who will take on this mission in their education and later in their practice. Fostering a diverse and inclusive community is important both as an end and as a valuable driver of eliminating health disparities, and all members of the SMPH community uphold the values of integrity and accountability; compassion; diversity, equity, and inclusivity; and excellence.

This position requires an individual who takes initiative, exercises independent judgment, and communicates effectively. Superior organizational skills are needed as this position is responsible for coordinating and supporting multiple activities and teams. It’s expected that this position will develop and maintain professional relationships and will always provide positive and helpful customer service, especially to MD applicants. While direct supervision is provided by the Director of Admissions, this position works closely with the entire admissions team.

Responsibilities:

Provides administrative support for a department, group of professionals, or to the manager of a work group consisting of professional staff and subordinate supervisors in support of unit goals, under general supervision

• 10% Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• 30% 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
• 20% Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums
• 20% Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision
• 20% Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures

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 – people who as students, faculty, and staff serve Wisconsin and the world.

Education:

Preferred
H.S. Diploma

Qualifications:

• 2+ years of administrative support required, preferably in an academic environment.
• Ability to work adeptly in a variety of software programs or applications is required.
• Excellent interpersonal skills, and the ability to problem-solve and multi-task in a courteous, calm and professional manner is required.
• Excellent verbal and written communication skills are required. This includes the ability to communicate effectively with different audiences including students, faculty and staff.
• Demonstrated ability to work independently under limited supervision.

Work Schedule:

The usual work hours will be Monday through Friday between the hours of 7:45 a.m. and 4:30 p.m. The exact work schedule will be set upon hire.

Work Type:

Full Time: 100%

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.

Appointment Type, Duration:

Ongoing/Renewable

Salary:

Minimum $22.30 HOURLY
Depending on 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. Benefits information can be found at (https://hr.wisc.edu/benefits/).

SMPH University Staff Benefits flyer: (https://uwmadison.box.com/s/656no0fcpy2tjg86s4v0chtxx25s3vsm)

Additional Information:

University sponsorship is not available for this position, including transfers of sponsorship. The selected applicant will be responsible for ensuring their 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.

How to Apply:

To apply for this position, please click on the “Apply Now” button. You will be asked to upload a current resume/CV and a cover letter briefly describing your qualifications and experience. You will also be asked to provide contact information for three (3) references, including your current/most recent supervisor during the application process. References will not be contacted without prior notice.

Contact:

Beth Miller
[email protected]
608-265-8696
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

Official Title:

Administrative Assistant II(AD002)

Department(s):

A53-MEDICAL SCHOOL/ACAD AFFAIRS/ADMISSIONS

Employment Class:

University Staff-Ongoing

Job Number:

301570-CP

The University of Wisconsin-Madison is an Equal Opportunity and Affirmative Action Employer.

Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, or status as a protected veteran and other bases as defined by federal regulations and UW System policies. We promote excellence through diversity and encourage all qualified individuals to apply.

Employment may require a criminal background check. It may also require you and your references to answer questions regarding sexual violence and sexual harassment.

The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. sec. 19.36(7).

The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. UW-Madison will provide a paper copy upon request; please contact the University of Wisconsin Police Department.