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Job Category:
University Staff
Employment Type:
Regular
Job Profile:
Administrative Assistant III
Job Summary:
The Department of Pediatrics is seeking an Administrative Assistant III to provide direct support to division chiefs and various programs within multiple divisions in the department. This position will be responsible for the coordination of complex daily clinical, academic, and administrative activities, as well as the coordination and organization of the division chiefs' communications, meeting arrangements, and travel logistics. The Administrative Assistant III will proactively identify and resolve organizational inefficiencies, streamline procedures, and devise effective strategies to facilitate the accomplishment of business objectives. Additionally, the incumbent will serve as a knowledgeable resource, providing guidance and assistance to the Medical Program Assistants within the divisions.
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 flexible and will be determined at the time of hire.
Candidates who demonstrate the following knowledge, skills, and abilities will be given first consideration.
Customer service focused, professional communication skills, and ability to build and maintain effective working relationships.
Time management skills and ability to work under pressure in a fast-paced, deadline driven environment.
Ability to work both independently and in a team environment to manage and coordinate multiple complex projects and programs.
Ability to handle confidential information appropriately.
Key Job Responsibilities:
- Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
- Prepares and audits complex records, edits documents, and reviews work done by others
- Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums
- Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures
- 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
Department:
School of Medicine and Public Health, Department of Pediatrics, Pediatric Support Staff
The Department of Pediatrics at the University of Wisconsin School of Medicine and Public Health is a vibrant academic department comprising more than 230 faculty members in 16 subspecialty divisions. The department promotes and enhances the health of children through outstanding clinical care, exemplary education of pediatric trainees, performance of cutting-edge research, and vigorous advocacy. Our faculty and research staff enjoy a robust infrastructure of services as well as the opportunity to contribute to our world-class research portfolio – since 2015 the department has ranked among the Top 20 pediatrics departments receiving NIH funding, according to Blue Ridge Institute for Medical Research. To provide remarkable health care for everyone in our community, we are committed to fostering a diverse, equitable, and inclusive environment in all aspects of our work. To learn more about the department's work and accomplishments, please visit: https://www.pediatrics.wisc.edu/.
Compensation:
The starting hourly wage for the position is $27.00 per hour; 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.
SMPH University Staff Benefits Flyer 2026
Required Qualifications:
Experience providing administrative support in a professional office setting.
Proficiency with Microsoft Office applications (Outlook, Word, Excel, PowerPoint).
Experience coordinating complex schedules and activities for multiple stakeholders.
Preferred Qualifications:
Experience providing administrative support to senior or executive leadership (e.g., C suite, directors, physician leaders).
Meeting management experience, including scheduling, agenda preparation, minute taking, and/or action item tracking (in person and virtual).
Experience working in an academic medical center or healthcare-related environment.
Experience using project management or workflow tools (e.g., Trello, Smartsheet, Microsoft Planner).
Experience interpreting and applying institutional or system policies related to travel, purchasing, and event management.
Education:
H.S. Diploma preferred
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.
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 an ongoing position that will require continuous work eligibility. 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:
Ashley Rupnow, ashley.rupnow@pediatrics.wisc.edu, 608-265-3961
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.