Administrative Assistant II

University of Wisconsin; Madison (WI); Hybrid; USD 33,000 - 37,000; Full time

Benefits offered by this job

Generous vacation

Holidays and sick leave

Retirement benefits

Job summary

The University of Wisconsin–Madison's School of Medicine and Public Health, Department of Medicine, Division of Endocrinology, Diabetes and Metabolism seeks an Administrative Assistant II to coordinate complex schedules and support faculty and staff. This role emphasizes detail, organization, and professional communication to enable teaching, research, service, and clinical duties.

Responsibilities include logistics for meetings, travel, and purchasing; record-keeping; handling inquiries; and

Qualifications

• At least 1 year of administrative support experience.
• Professional level and highly efficient use of Microsoft Office suite.
• At least one year of relevant healthcare setting experience (preferred).
• Experience with travel arrangements and travel reimbursements.
• Experience managing calendars and scheduling complex meetings.
• Experience using virtual conference tools (WebEx, Zoom, Microsoft Teams, etc).

Responsibilities

• Schedules logistics for meetings, conferences, travel, and unit operations.
• Maintains methods and systems for electronic/physical records per policies.
• Transfers communications to appropriate parties under general supervision.
• Collects and prepares various materials from established sources using technology.
• Performs tasks including agendas, minutes, word processing, calendaring, and purchasing.
• Serves as first point of contact for inquiries and routes to appropriate entities.

Skills

Attention to detail

Independent work

Time management

Verbal communication

Written communication

Organizational skills

Interpersonal skills

Education

HS Diploma

Tools

Microsoft Office

MS Excel

MS Outlook

WebEx

Zoom

Microsoft Teams

Job description

Current Employees: If you are currently employed at any of the Universities of Wisconsin, log in to Workday to apply through the internal application process.

Job Category:

University Staff

Employment Type:

Regular

Job Profile:

Administrative Assistant II

Job Summary:

This Administrative Assistant II in the Department of Medicine, Division of Endocrinology assists faculty and other staff by coordinating their complex daily activities allowing them to complete the successful performance of their teaching, research, service, clinical, outreach, and administrative duties. This role requires excellent administrative, organizational, oral and written communication skills and an innovative, collaborative, service-oriented, and strategic individual would be a great addition on our productive administrative team!

• Work schedule: Monday through Friday 8:00a.m.-4:30p.m.

• 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.

• Candidates who demonstrate the following knowledge, skills, and abilities, will be given first consideration:

  • Strong attention to detail

  • Ability to work independently under general supervision, prioritize duties and demonstrate effective time management

  • Strong verbal, written and organizational skills

  • Exceptional administrative and interpersonal skills

Key Job Responsibilities:

• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations

• Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures

• Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision

• Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums

• Performs administrative tasks including meeting agendas and minutes, word processing, calendaring and purchasing

• 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

Department:

School of Medicine and Public Health, Department of Medicine, Division of Endocrinology, Diabetes and Metabolism in the Operational Area of Endocrinology Administration

Fueled by innovation yet grounded in kindness, the Department of Medicine empowers leaders to transform medicine and improve lives everywhere. We are committed to professional fulfillment and health equity.We strive to ensure that everyone in our department understands the importance of social impact and belonging—and is empowered to champion it in all they do.Join us and be a part of supporting our nationally recognized faculty, innovative medical education programs and exceptional clinical care as we work towards our vision of healthy people and healthy communities!

At the Division of Endocrinology, Diabetes and Metabolism, we help people with diabetes, endocrine disorders and metabolic disease live their healthiest lives. We lead comprehensive education, research and clinical programs—in partnership with our world-class university and remarkable health system. We are innovative, collaborative and kind. We strive for excellence and equity, and we make an impact in Wisconsin and beyond.

Compensation:

The expected pay range for this position is $24 up to $27 per hour for highly experienced candidates. Actual pay within this range will depend 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 and the SMPH University Staff Benefits Flyer 2026.

Required Qualifications:

• At least 1 year of providing administrative support

• Professional level and highly efficient use of Microsoft suite software

Preferred Qualifications:

• At least one year of relevant experience in a healthcare setting

• Experience with travel arrangements and travel reimbursements

• Experience managing calendars and scheduling complex meetings

• Experience using virtual conference tools (WebEx, Zoom, Microsoft Teams, etc)

Education:

H.S. Diploma Preferred

Contact Information:

Kim Cowan, MPA, [e-mail], 608-262-6019

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 OpportunityEmployer.

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 backgroundsand 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.