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Job Category:
University Staff
Employment Type:
Terminal (Fixed Term)
Job Profile:
Administrative Assistant II
Job Summary:
The University of Wisconsin School of Medicine and Public Health (UWSMPH) Office of MD Admissions and the Wisconsin Academy for Rural Medicine (WARM) are seeking an Administrative Assistant to work as part of their dynamic team. The Administrative Assistant 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 the UWSMPH 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 carry this mission forward in their education and later in their practice. 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 is expected that this position will develop and maintain professional relationships and will always provide positive and helpful customer service, especially to MD applicants and current students. While direct supervision is provided by the Director of Admissions, this position works closely with the entire admissions team.
- 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
- 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
- Thorough attention to detail
- Flexibility and openness to change
- Resourcefulness and excellent time management skills
- Ability to take initiative
- Excellent verbal and written communication skills
- Ability to work well in a group
- High levels of dependability/reliability
- Ability to handle confidential information
Key Job Responsibilities:
- Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision
- Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
- Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums
- 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
- Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
Department:
School of Medicine and Public Health, Office of Academic Affairs, MD Admissions Office
The Office of Academic Affairs (OAA) in the School of Medicine and Public Health (SMPH), supports SMPH by overseeing all aspects of various health professions education programs: from admissions programs and curricular oversight to student services and multicultural initiatives across our statewide campus. It also is responsible for successfully meeting all national accreditation requirements as well as timely compliance with all health system, school, campus, and legislative policies and regulations. The OAA fosters a professional atmosphere to prepare health care providers and public health professionals at all stages of career development.
Compensation:
The starting hourly wage for the position is $21.63 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 2025 or SMPH University Staff Benefits Flyer 2026
Required Qualifications:
- 1+ years of administrative support experience required.
- Ability to work adeptly in a variety of software programs such as Excel or applications is required.
- Experience working on and with an office team.
- Excellent verbal and written communication skills are required.
Preferred Qualifications:
- Experience working in an academic environment.
- Familiarity with the medical school admissions process.
Education:
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 all required documents in that field, either as a single combined file or as multiple files in the same upload area.
Upload required documents:
• Cover letter
• Resume
Your cover letter should address [how your training and experience align 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 May 31, 2028, and will require eligibility to work until that time. 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:
Beth Miller, HR Business Partner, 608-365-8696
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.