Administrative Assistant II - Hybrid Office & Projects

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

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