Administrative Assistant II

Universities of Wisconsin; Madison (WI); Hybrid; USD 26,000 - 37,000; Full time

Job summary

The Administrative Assistant II provides administrative support to the Chair’s Office within the Department of Family Medicine and Community Health (DFMCH) at the University of Wisconsin–Madison. This role is the primary point of contact for visitors, faculty, and staff, and manages expense reimbursement processing for multiple clinics.

It coordinates logistics for monthly Town Hall meetings, supports departmental projects by tracking timelines and deliverables, and assists with day-to-day

Qualifications

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

Responsibilities

• Co-trains and oversees student workers on front desk duties and coverage.
• Reviews expense reimbursements in Oracle and processes them.
• Schedules logistics for meetings, conferences, travel, and unit operations.
• Acts as first point of contact and routes inquiries.
• Prepares and distributes communications per policies.
• Maintains electronic/physical records according to procedures.

Skills

Purchasing & expense reimbursement

Verbal & written communication

Organizational skills

Time management

Problem solving

Education

H.S. Diploma

Tools

Oracle

Smartsheet

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:

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.

• 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.

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

• Knowledge of purchasing and expense reimbursement processes, including preparing, submitting, and tracking purchases, invoices and reimbursement requests in accordance with organizational policies and procedures.

• Strong verbal and written communication skills, with the ability to interact professionally and effectively with audiences, including faculty, staff, senior leaders, and other members of the campus community.

• Excellent organizational skills and attention to detail, with the ability to prioritize responsibilities and maintain accuracy with frequent interruptions.

• Demonstrated time management skills, including the ability to manage multiple projects and competing priorities, adapt to interruptions, and consistently meet deadlines.

• Demonstrated problem-solving skills, including the ability to identify issues, analyze information, develop practical solutions, and exercise sound judgment.

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:

School of Medicine and Public Health, Department of Family Medicine and Community Health, Administration – Department Office

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/.

Compensation:

The starting hourly wage for the position is $23.00 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. For more information, refer to the campus benefits webpage and SMPH University Staff Benefits Flyer 2026.

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.

Contact Information:

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

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.