Administrative Assistant II

UWMSN University of Wisconsin Madison; Madison (WI); Hybrid; USD 42,000 - 52,000; Full time

Benefits offered by this job

Vacation & leave

Insurance & savings

Retirement benefits

Job summary

University of Wisconsin–Madison’s Department of Family Medicine and Community Health seeks an Administrative Assistant II to support the Chair’s Office. You will greet visitors, coordinate logistics, and manage expense reimbursements for multiple clinics, ensuring timely processing in Oracle.

You will supervise student workers, oversee front desk coverage, and assist with departmental projects and communications, contributing to smooth daily operations and strategic initiatives.

Qualifications

• Experience coordinating meetings and providing administrative support for projects and initiatives.
• Experience in an administrative setting and/or medical office environment.

Responsibilities

• Co-trains and oversees student workers; coordinates front desk coverage and mail handling.
• Reviews expense reimbursements in Oracle; ensures completeness and timely processing.
• Schedules meetings and secures resources for events and unit operations.
• Acts as a first point of contact; routes inquiries to appropriate offices.
• Collects and prepares communications from established sources using various media.
• Maintains electronic and physical records per policies.

Skills

Meeting coordination

Administrative support

Supervising students

Customer service

Education

High School Diploma

Tools

Oracle

Smartsheet

Job description

Job Summary

The Administrative Assistant II provides administrative support to the Chair’s Office within the Department of Family Medicine and Community Health (DFMCH). Serving as a primary point of contact, this position welcomes and assists visitors, faculty, and staff, while also managing expense reimbursement processing for 14 of the department’s 18 clinics. As a member of the Chair’s Office team, the Administrative Assistant II coordinates logistics for monthly Town Hall meetings, supports departmental projects by tracking timelines and deliverables, and assists with day-to-day office operations, including ordering supplies and managing mailing and packaging needs. The position also oversees student office assistants, coordinates front desk coverage, and leads student projects to ensure efficient office operations. In addition, this role supports initiatives led by the Assistant Administrative Director, contributing to the successful coordination and execution of departmental priorities, operational improvements, and strategic initiatives across DFMCH.

Key Job Responsibilities

• Co-trains and oversees student workers on front desk duties, including but not limited to, coordinating front desk coverage, mail in/out, answering phones, helping with assigned projects, and processing building access/key requests.
• Reviews expense reimbursement requests for completeness, follows up on missing documentation or information, and prepares and submits reimbursements in Oracle for processing.
• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations.
• 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.
• Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums.
• 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.

Department

The Department of Family Medicine and Community Health (DFMCH) at the University of Wisconsin is a leading clinical department within the School of Medicine and Public Health. DFMCH is dedicated to advancing patient care, education, and research. Our 18 clinics provide primary care to more than 170,000 patients, yielding over 375,000 patient visits annually. Each year, we train more than 160 residents (at sponsored and academic partner sites) and 300 medical students. Learn more: https://www.fammed.wisc.edu/.

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. This position is expected to work onsite Tuesday through Friday and work remotely on Monday. Monday through Friday 8:00 a.m. - 4:30 p.m.

Required Qualifications

• Experience coordinating meetings and providing administrative support for projects, schedules, and departmental initiatives.
• Experience working in an administrative setting and/or medical office environment.

Preferred Qualifications

• Experience using Oracle software, including the ability to navigate the system, enter and retrieve data, and process transactions accurately.
• Experience using Smartsheet to create, maintain, and track spreadsheets, reports, workflows, and project-related information.
• Knowledge of purchasing and expense reimbursement processes, including preparing, submitting, and tracking purchases, invoices and reimbursement requests in accordance with organizational policies and procedures.

Education

H.S. Diploma preferred.

Compensation

The starting hourly wage for the position is $23.00 per hour; but is negotiable based on experience and qualifications.

• generous vacation, holidays, and sick leave
• competitive insurances and savings accounts
• retirement benefits

Contact Information

Paige Steinert, [e-mail], 608-890-1740

Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

Eligibility and Sponsorship

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.

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.

Work with purpose, make an impact, and grow your career.

The University of Wisconsin–Madison is committed to equity, inclusion and employee well-being as we proudly work to improve the lives of people in Wisconsin and beyond. UW–Madison offers a wide range of professions that cover various interests and skill levels. We employ everything from accountants to arborists, chefs to custodians, editors to electricians, graphic designers to groundskeepers, HR associates to HVAC technicians, librarians to locksmiths, mechanics to medical assistants, painters to police officers, web designers to welders, and absolutely everything in between! No matter what you are looking for professionally, chances are you will not only find it but will thrive at it while working at the University of Wisconsin–Madison.