Administrative Assistant

Job Summary:

The Department of Medicine in the University of Wisconsin-Madison School of Medicine and Public Health is recruiting for an Administrative Assistant. This position will provide comprehensive administrative and medical program assistant support for 10-12 Faculty members, including executive level support to the Director of Palliative Care and HPM Fellowship Director, under the supervision and general direction of the Education Coordinator.

Duties include:

Provide comprehensive administrative and medical program assistant support for 10-12 Faculty members, including executive level support to the Director of Palliative Care and HPM Fellowship Director, under the supervision and general direction of the Education Coordinator.

Provide project management to palliative care administrative and academic projects in growing the program. Expertise needed in organization, critical thinking, technology and communication in order to further growth in areas of patient care and administration of the palliative care program.

The responsibilities require considerable independence of planning, decision making and action often including remote work and a high level of competence in utilizing technology to manage projects The incumbent is expected to utilize a considerable amount of independent initiative and judgment, exercising a high level of administrative problem solving and analytic ability.

Coordinate office management activities, recommending policies, procedures, guidelines, and instructions to improve administrative or operating effectiveness, and communicate revisions to team members, including palliative care and academic outreach efforts.

Maintain and manage the clinical service schedules for all 3 services at UWH and UPH-Meriter and communicate changes including updating paging.

Coordinate budgetary needs and priorities with the Chief of Palliative Care, Division Administrator, and Financial Specialist. This includes development and updating various palliative care budgets. Coordinate data collection, input and analysis for palliative care patient and quality data. This includes development and distribution of data reporting.

Provide editing, coordination and writing support to faculty grants, papers, and lectures. Support medical education activities involving medical students, residents, and fellows on our palliative care services. Assist Education Coordinator with tasks related to continuing education training programs and the Hospice and Palliative Medicine Fellowship program.

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

• 20% Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• 15% 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
• 15% Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums
• 15% Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision
• 15% Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
• 20% Provides project management for the director of palliative care

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:
1+ year of experience providing administrative support to professional and/or executive level employees.

Preferred:
Experience working in an academic or healthcare setting.

Work Schedule:

Monday-Friday, daytime hours, to meet the needs of the division. Hybrid schedule of onsite and remote telecommuting work will be required.

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:

Terminal, 24 month appointment.
This position has the possibility to be extended or converted to an ongoing appointment based on need and/or funding

Salary:

Minimum $21.00 HOURLY
Depending on Qualifications
The starting hourly rate for the position is $21 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/). 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. 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.

How to Apply:

To apply for this position, please click on the "Apply Now" button. You will be asked to upload a resume and cover letter as a part of the application process. Please ensure that the resume and cover letter address how you meet the minimum/preferred qualifications for the position. You will also be asked to provide three professional/supervisor references during the application process. References will not be contacted without prior notice.

Contact:

Charles Amble
caamble@medicine.wisc.edu
608-262-5609
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

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Official Title:

Administrative Assistant II(AD002)

Department(s):

A53-MEDICAL SCHOOL/MEDICINE/HEM-ONC

Employment Class:

University Staff-Fixed Term

Job Number:

314523-CJ

 

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, click here

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 Division 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 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.