Administrative Assistant III - Faculty Recruitment

University of Wisconsin; Madison (WI); On-site; USD 33,000 - 47,000; Full time

Benefits offered by this job

Vacation & holidays

Sick leave

Insurance

Retirement benefits

Job summary

University of Wisconsin-Madison's Department of Medicine seeks an Administrative Assistant III - Faculty Recruitment to support the faculty hiring process. You will coordinate travel, develop itineraries, schedule interviews (onsite and virtual), and serve as a primary contact for internal and external stakeholders.

This role may involve some in-person work on campus with flexible hours and remote options, offering benefits such as vacation, holidays, sick leave, and retirement plans.

Qualifications

• At least two years of administrative experience.
• Experience planning, organizing, and scheduling onsite and virtual meetings.
• Experience planning, organizing, and booking travel arrangements.

Responsibilities

• Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures
• Prepares and audits complex records, edits documents, and reviews work done by others
• Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums
• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• Develops, implements, and maintains methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures

Skills

Administrative experience

Meeting scheduling

Travel arrangements

Microsoft Office (Word, Excel, PowerPt

Education

HS Diploma preferred

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 III

Job Summary

The Department of Medicine, within the School of Medicine and Public Health (SMPH), at the University of Wisconsin-Madison, is seeking an Administrative Assistant III - Faculty Recruitment to support the administrative function of the faculty recruitment process for the Department. As a representative of the Chair's office, this position will work closely with DOM faculty and leadership, along with the SMPH faculty recruiters, to perform administrative support functions such as travel arrangements, developing itineraries, and scheduling and hosting interviews (both onsite and virtual). 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. The work schedule is flexible and will be determined at the time of hire.

Key Job Responsibilities

• Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures
• Prepares and audits complex records, edits documents, and reviews work done by others
• Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums
• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• Develops, implements, and maintains 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 Medicine, 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!

Compensation

The starting hourly wage for the position is $28.85 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.

Required Qualifications

• At least two years of administrative experience
• Experience planning, organizing, and scheduling onsite and virtual meetings
• Experience planning, organizing, and booking travel arrangements
• Advanced experience in Microsoft Office, including Word, Excel, PowerPoint and Outlook

Preferred Qualifications

• Experience working in an academic or clinical environment
• Experience with recruitment activities

Education

H.S Diploma preferred.

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.

Contact Information

Liana Nash, [e-mail] 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 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.