What are the responsibilities and job description for the Pediatrics Administrative Assistant III position at UW School of Medicine and Public Health?
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.
The Department of Pediatrics at the University of Wisconsin School of Medicine and Public Health is a vibrant academic department comprising more than 200 faculty 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. To learn more about the department's work and accomplishments, please visit: https://www.pediatrics.wisc.edu/.
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.
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:
Business hours are Monday-Friday, specific hours will be determined upon hire.
Work Type:
Full Time: 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 $27.00 HOURLY
Depending On Qualifications
The starting rate for the position is $27 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. Benefits information can be found at (https://hr.wisc.edu/benefits/).
SMPH University Staff Benefits flyer: (https://uwmadison.box.com/s/656no0fcpy2tjg86s4v0chtxx25s3vsm)
Additional Information:
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.
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 current resume/CV and a cover letter briefly describing your qualifications and experience.
Contact:
Ashley Rupnow
ashley.rupnow@pediatrics.wisc.edu
608-265-3961
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.
Official Title:
Administrative Assistant III(AD003)
Department(s):
A53-MEDICAL SCHOOL/PEDIATRICS/PEDIATRICS
Employment Class:
University Staff-Ongoing
Job Number:
312693-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 .
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.
The Department of Pediatrics at the University of Wisconsin School of Medicine and Public Health is a vibrant academic department comprising more than 200 faculty 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. To learn more about the department's work and accomplishments, please visit: https://www.pediatrics.wisc.edu/.
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.
- 30% Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
- 30% 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
- 10% 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
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:
- Administrative experience in an office setting.
- Experience using software programs/systems such as Microsoft Office.
- Administrative support experience to leadership such as C-level executives, business leaders, or physician leaders.
- Meeting management experience (both in-person and virtual) including scheduling, preparing comprehensive agendas, documenting accurate minutes, and tracking action items.
- Experience within an academic medical center setting.
- Experience using project management software such as Trello, Smartsheet, or Microsoft Planner.
- Experience interpreting and following UW System policies and procedures related to travel, purchasing, and event management.
- 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.
Business hours are Monday-Friday, specific hours will be determined upon hire.
Work Type:
Full Time: 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 $27.00 HOURLY
Depending On Qualifications
The starting rate for the position is $27 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. Benefits information can be found at (https://hr.wisc.edu/benefits/).
SMPH University Staff Benefits flyer: (https://uwmadison.box.com/s/656no0fcpy2tjg86s4v0chtxx25s3vsm)
Additional Information:
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.
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 current resume/CV and a cover letter briefly describing your qualifications and experience.
Contact:
Ashley Rupnow
ashley.rupnow@pediatrics.wisc.edu
608-265-3961
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.
Official Title:
Administrative Assistant III(AD003)
Department(s):
A53-MEDICAL SCHOOL/PEDIATRICS/PEDIATRICS
Employment Class:
University Staff-Ongoing
Job Number:
312693-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 .
Salary : $27
