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:
Terminal (Fixed Term)
Job Profile:
Administrative Assistant II
Job Summary:
The University of Wisconsin – Madison, Department of Medicine, Division of Rheumatology is seeking a motivated individual to help manage faculty administration. The incumbent will be working directly with the Chief of Rheumatology for calendaring and will make agendas and meeting minutes for division meetings. This position will also manage reimbursements for faculty and work on planning our division gatherings annually.
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.
The work schedule is somewhat flexible and will be determined at the time of hire.
Terminal, 24 month appointment
This position has the possibility to be extended or converted to an ongoing appointment based on need and/or funding.
Candidates who demonstrate the following knowledge, skills, and abilities will be given first consideration: 1) Understanding healthcare operational workflows; 2)Someone who can take initiative and work independently; 3) Someone who enjoys continual process optimization; 4) Someone with experience with organizational systems
Key Job Responsibilities:
Establishes recruiting itineraries and assist in the onboarding/offboard process for faculty and staff
- Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
Tracks compliance
- Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
- 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
Performs administrative tasks including meeting agendas and minutes, word processing, and purchasing
- Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision
Department:
School of Medicine and Public Health, Department of Medicine, Division of Rheumatology, in the Operational Area of Rheumatology Administration
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!
In the Division of Rheumatology, we help people with autoimmune, rheumatic and musculoskeletal disorders have the best possible quality of life. We lead innovative research, learner-centered education, and excellent patient care—in partnership with our world-class university and remarkable health system. Together, we strive for excellence and equity to advance a thriving community for all. Through care and scholarship, we make an impact in Wisconsin and beyond.
Compensation:
The expected salary range for this position is $22 up to $27 for highly experienced candidates and actual pay within this range will depend 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.
Required Qualifications:
Professional use of Microsoft Applications (Excel, Word, PowerPoint, Teams)
1 year of providing administrative support
Preferred Qualifications:
Experience in a healthcare setting
Experience in administrative services
Experience with travel arrangements and travel reimbursements
Experience managing calendars and scheduling complex meetings
Experience using virtual conference tools (WebEx, Zoom, Microsoft Teams, etc)
Education:
H.S. Diploma Preferred Minimum
How to Apply:
For the best experience completing your application, we recommend using Chrome or Firefox as your web browser.
To apply for this position, select either “I am a current employee” or “I am not a current employee” under Apply Now. You will then be prompted to upload your application materials.
Important: The application has only one attachment field. Upload the following documents in that field, either as a single combined file or as multiple files in the same upload area. Failure to submit the required documents will result in no longer being considered for the position.
• Cover letter (required)
• Resume (required)
Your cover letter should address how your training and experience aligns with the required and preferred qualifications listed above. Application reviewers will rely on these written materials to determine which applicants move forward in the process. References will be requested from final candidates. All applicants will be notified once the search concludes and a candidate is selected.
University sponsorship is not available for this position, including transfers of sponsorship and TN visas. 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. This position is currently scheduled to end 24 months from the start date and will require eligibility to work for the full duration of the appointment. If you are selected for this position, you must provide proof of work authorization and eligibility to work.
The department will not be able to support a request for a J-1 waiver. If you choose to pursue a waiver and apply for our position, neither the UW nor UWMF will reimburse you for your legal or waiver fees.
Contact Information:
Kim Cowan, MPA, kgcowan@medicine.wisc.edu
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.
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.
The University of Wisconsin-Madison is an Equal Opportunity Employer.
Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, 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 by acknowledging skills and expertise from all backgrounds and encourage all qualified individuals to apply. For more information regarding applicant and employee rights and to view federal and state required postings, visit the Human Resources Workplace Poster website.
To request a disability or pregnancy-related accommodation for any step in the hiring process (e.g., application, interview, pre-employment testing, etc.), please contact the Divisional Disability Representative (DDR) in the division you are applying to. Please make your request as soon as possible to help the university respond most effectively to you.
Employment may require a criminal background check. It may also require your references to answer questions regarding misconduct, including 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.