Administrative Assistant

University of Wisconsin; Madison (WI); On-site; USD 10,000 - 60,000; Full time

Job summary

The University of Wisconsin seeks an Administrative Assistant for the Wisconsin Research and Education Network. The role involves providing administrative support, scheduling, and maintaining records. The position is crucial for the WREN team, contributing to research and education in primary care.

Benefits

Generous vacation and holidays

Competitive insurances and savings accounts

Retirement benefits

Qualifications

• Experience in an administrative setting providing support and coordination.
• Proficiency in Microsoft Office suite.

Responsibilities

• Schedules logistics and secures resources for meetings and conferences.
• Serves as a first point of contact for inquiries.
• Maintains electronic/physical records related to work operations.

Skills

Communication

Organizational Skills

Education

H.S. Diploma

Tools

Microsoft Office

Job description

Job Summary:

The Wisconsin Research and Education Network (WREN) is a statewide practice-based research network of primary care clinicians and academic researchers. Founded in 1987, WREN is one of the oldest and most respected practice-based research networks in the United States. WREN members conduct high-quality translational research projects in academic settings and "real-world" family practices across Wisconsin. The mission of the Wisconsin Research and Education Network (WREN) is to promote and conduct primary care research and education in partnership with primary care clinicians and the communities they serve.

This position serves as an Administrative Assistant for wide-ranging WREN activities. The Administrative Assistant is part of the infrastructure the UW Department of Family Medicine and Community Health and an essential member of the WREN team. WREN central offices are located in Madison, WI. The incumbent will staff multiple projects across diverse content areas and work with a variety of research teams and stakeholders within the UW and beyond. The Administrative Assistant provides administrative support for the WREN team.

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

• 30% Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• 20% 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
• 10% 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
• 10% Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
• 10% Assists with reimbursement for research staff travel and other expenses, including assembling and submitting correct documentation in accordance with appropriate campus, system, UW Medical Foundation, and state policies and guidelines
• 5% Opens, maintains, and closes Custodian Fund Accounts for Replenishable Checking Account and Temporary Funds to pay research participants

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:
-Experience in an administrative setting providing administrative support and coordination.
-Proficiency in Microsoft Office suite (Word, PowerPoint, Excel).
-Ability to communicate effectively, both orally and in writing, and interact professionally with external collaborators and diverse stakeholders.

Preferred:
-Preference will be given to experience providing administrative support in a research or clinical setting.
-Demonstrated organizational skills, including the ability to work independently, delegate, and oversee tasks.

License/Certification:

Required
Drivers License - Valid and Meets UW Risk Management Standards
Travel is required. Must provide a valid driver's license. Employees may use their own transportation or receive approval for University Car Fleet usage. Employment is conditional pending the results of a Pre-hire Driver Authorization Check. See https://businessservices.wisc.edu/managing-risk/driver-authorization-and-insurance/driver-authorization/#become-authorized-driver(click on "Become an authorized driver;" then click on "Required criteria").

Work Schedule:

This position is expected to work from 8:00 am to 4:30 pm Monday through Friday; some evening hours may be required. Work schedule will be determined upon hire.

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 $22.00 HOURLY
Depending on Qualifications
The starting salary for the position is $22.00 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 University of Wisconsin Department of Family Medicine and Community Health is a large, tier-one clinical department in the UW School of Medicine and Public Health (SMPH). UW DFMCH has 171 faculty, 261 adjunct faculty, and 110 staff located throughout the state. Combined with its associated UW Health clinic operation, the department boasts over 750 total employees transforming health care in Wisconsin. The DFMCH is committed to patient care while also offering outstanding educational and research programs. There are over 150 residents in our sponsored and academic partner programs, and more than 400 medical students train in the department each year, with the Madison residency program ranking fifth in the nation for 2023. In fiscal year 2022, our physicians and residents practicing at 18 clinics throughout the state managed over 358,000 patient visits - an integral part of the department's success. Learn more about our department's work by visiting https://www.fammed.wisc.edu/.

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 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.

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:

Paige Steinert
[e-mail]
608-890-1740
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

Official Title:

Administrative Assistant II(AD002)

Department(s):

A53-MEDICAL SCHOOL/FAMILY MED/RES GRANTS

Employment Class:

University Staff-Ongoing

Job Number:

315126-CP

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.