Administrative Assistant III - Faculty Recruitment

Job Summary:

The Department of Medicine, within the School of Medicine and Public Health (SMPH), at the University of Wisconsin-Madison, is seeking an Administrative Assistant III to support the administrative function of the faculty recruitment process for the Department. As a representative of the Chair's office, this position will work closely with DOM faculty and leadership, along with the SMPH faculty recruiters, to perform administrative support functions such as travel arrangements, developing itineraries, and scheduling and hosting interviews (both onsite and virtual).

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, and we intentionally create an inclusive and safe environment where everyone can thrive. 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 health and equity for all. If you are looking to work with a dynamic and collaborative team of professionals, please consider applying.

Responsibilities:

Provides general administrative support, while exercising discretion, to the administrator of a department or division of the institution or to the administrator of multiple institution programs, services, and activities.

• 45% Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• 20% Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums
• 10% Prepares and audits complex records, edits documents, and reviews work done by others
• 20% Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures
• 5% 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

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.

For more information on diversity and inclusion on campus, please visit: Diversity and Inclusion

Education:

Preferred
H.S. Diploma

Qualifications:

Required:
- At least two years of administrative experience
- Experience planning, organizing, and scheduling onsite and virtual meetings
- Experience planning, organizing, and booking travel arrangements
- Advanced experience in Microsoft Office, including Word, Excel, PowerPoint, and Outlook.

Preferred:
- Experience working in an academic or clinical environment
- Experience with recruitment activities

Work Schedule:

Monday-Friday, daytime hours, to meet the needs of the Department.

Work Type:

Full or Part Time: 80% - 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 $30.50 HOURLY
Depending on Qualifications
The starting hourly wage for the position is $30.50 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. Benefits information can be found at (https://hr.wisc.edu/benefits/).

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. This position is an ongoing position that will require continuous work eligibility. UW-Madison is not an E-Verify employer, and therefore, is not eligible to employ F1 STEM OPT Extension participants. If you are selected for this position you must provide proof of work authorization and eligibility to work.

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:

Jena Yohann
jyohann@medicine.wisc.edu
608-264-1996
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

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Official Title:

Administrative Assistant III(AD003)

Department(s):

A53-MEDICAL SCHOOL/MEDICINE/MEDICINE

Employment Class:

University Staff-Ongoing

Job Number:

309391-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. For more information regarding applicant and employee rights and to view federal and state required postings, click here

If you need to request an accommodation because of a disability, you can find information about how to make a request at the following website: https://employeedisabilities.wisc.edu/disability-accommodation-information-for-applicants/

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.